(BIOHAZ) - Et - al-2018-EFSA - Journal Plano HACCP IMPortante

SCIENTIFIC OPINION
ADOPTED: 27 September 2018

doi: 10.2903/j.efsa.2018.5432
Hazard analysis approaches for certain small retail

establishments and food donations: second scientific
opinion
EFSA Panel on Biological Hazards (BIOHAZ),
Kostas Koutsoumanis, Ana Allende, Avelino Alvarez-Ordo n
~ez, Sara Bover-Cid,
Marianne Chemaly, Robert Davies, Lieve Herman, Friederike Hilbert, Roland Lindqvist,
Maarten Nauta, Luisa Peixe, Giuseppe Ru, Marion Simmons, Panagiotis Skandamis,
Elisabetta Suffredini, Liesbeth Jacxsens, Annette Petersen, Theo Varzakas, Katleen Baert,
Michaela Hempen, Yves Van der Stede and Declan Bolton
Abstract
In 2017, EFSA published a ‘simplified’ food safety management system (FSMS) for certain small retail
establishments (butcher, grocer, baker, fish and ice cream shop) based on the application of prerequisite
programme (PRP) criteria. The aim of this opinion was to develop similar FSMSs for other small retail
enterprises including retail distribution centres, supermarkets, restaurants (including pubs and other
catering activities) and food donation. The latter presents several novel food safety challenges because
donated food may be nearing the end of its shelf-life and several actors are involved in the food
donation chain, each reliant on each other to assure food safety. In this opinion, the simplified approach
to food safety management is presented based on a fundamental understanding of processing stages
and the activities contributing to increased occurrence of the hazards (biological, chemical (including
allergens) or physical) that may occur. Control is achieved using PRP activities as previously described
but with a modified ‘temperature control’ PRP and the addition of PRPs covering shelf-life control,
handling returned foods, shelf-life evaluation for food donation, allocation of remaining shelf-life, and
freezing food intended for donation. Examples of the simplified approach are presented for retail
distribution centres, supermarkets, restaurants and food donation.
© 2018 European Food Safety Authority. EFSA Journal published by John Wiley and Sons Ltd on behalf
of European Food Safety Authority.
Keywords: food safety management, small food retail distribution centre, supermarkets, restaurants,
catering, food donation, prerequisite programme
Requestor: European Commission

Question number: EFSA-Q-2017-00565
Correspondence: biohaz@efsa.europa.eu
www.efsa.europa.eu/efsajournal EFSA Journal 2018;16(11):5432

Second scientific opinion on hazard analysis approaches for small retail establishments
Panel members: Ana Allende, Avelino Alvarez-Ordo n~ez, Declan Bolton, Sara Bover-Cid, Marianne
Chemaly, Robert Davies, Lieve Herman, Friederike Hilbert, Kostas Koutsoumanis, Roland Lindqvist,
Maarten Nauta, Luisa Peixe, Giuseppe Ru, Marion Simmons, Panagiotis Skandamis, Elisabetta
Suffredini.
Acknowledgements: The BIOHAZ Panel wishes to thank the following for the support provided to
this scientific output: the BIOHAZ Panel members (2015–2018): Ana Allende, Declan Bolton, Marianne
Chemaly, Robert Davies, Pablo Salvador Ferna ndez Escamez, Rosina Girones, Lieve Herman, Kostas
Koutsoumanis, Roland Lindqvist, Birgit Nørrung, Antonia Ricci, Lucy Robertson, Giuseppe Ru, Moez
Sanaa, Marion Simmons, Panagiotis Skandamis, Emma Snary, Niko Speybroeck, Benno Ter Kuile, John
Threlfall, and Helene Wahlstro €m; the CONTAM Panel: Jan Alexander, Lars Barreg ard, Margherita
Bignami, Beat Bru €schweiler, Sandra Ceccatelli, Bruce Cottrill, Michael Dinovi, Lutz Edler, Bettina Grasl-
Kraupp, Christer Hogstrand, Laurentius (Ron) Hoogenboom, Helle Katrine Knutsen, Carlo Stefano
Nebbia, Isabelle Oswald, Annette Petersen, Martin Rose, Alain-Claude Roudot, Tanja Schwerdtle,
Christiane Vleminckx, Gu €nter Vollmer, Heather Wallace. The Panel wishes to acknowledge all European
competent institutions, Member State bodies and other organisations that provided data for this
scientific output.
Suggested citation: EFSA BIOHAZ Panel (EFSA Panel on Biological Hazards), Koutsoumanis K,
n
Allende A, Alvarez-Ordo ~ez A, Bover-Cid S, Chemaly M, Davies R, Herman L, Hilbert F, Lindqvist R,
Nauta M, Peixe L, Ru G, Simmons M, Skandamis P, Suffredini E, Jacxsens L, Petersen A, Varzakas T,
Baert K, Hempen M, Van der Stede Y and Bolton D. Scientific Opinion on the hazard analysis
approaches for certain small retail establishments and food donations: second scientific opinion. EFSA
Journal 2018;16(11):5432, 52 pp. https://doi.org/10.2903/j.efsa.2018.5432
ISSN: 1831-4732
© 2018 European Food Safety Authority. EFSA Journal published by John Wiley and Sons Ltd on behalf
of European Food Safety Authority.
This is an open access article under the terms of the Creative Commons Attribution-NoDerivs License,
which permits use and distribution in any medium, provided the original work is properly cited and no
modifications or adaptations are made.
The EFSA Journal is a publication of the European Food

Safety Authority, an agency of the European Union.
www.efsa.europa.eu/efsajournal 2 EFSA Journal 2018;16(11):5432

Summary
The European Commission requested that the European Food Safety Authority (EFSA) provides a
scientific opinion that identified and, if appropriate, ranked the hazards in small retail distribution
centres, supermarkets, restaurants (including pubs and catering) and in food donation for ‘regular
consumers’ (i.e. excluding those that are immune compromised due to illness, pregnancy, drug
treatment, age, etc.). Under current European hygiene legislation, all food businesses are obliged to
develop and implement food safety management systems (FSMS), usually based on prerequisite
programme (PRP) activities and hazard analysis and critical control point (HACCP) principles. However,
this can be particularly challenging for small food retail establishments, where a lack of expertise and
other resources may limit the development and implementation of effective FSMS. Thus, EFSA were
requested to and provided a previous Opinion that developed and presented a ‘simplified’ FSMS for
certain small retail establishments (butcher, grocer, baker, fish and ice cream shops) based on the
application of PRP activities. In this Opinion, a similar approach was used to develop a FSMS for small
retail distribution centres, supermarkets, restaurants (including pubs and catering) and in food
donation.
While this work builds on the previous small retail FSMS Opinion (EFSA, 2017), other sources of
information and data were used and the Opinion was developed based on a review of the relevant
scientific and grey literature and expert discussion within the working group. The latter was informed
by guidelines and information provided on Good Hygiene Practice (GHP), HACCP and FSMS by the
European Commission, Codex Alimentarius, Food and Agriculture Organization of the United Nations
(FAO), etc. Biological, chemical, physical and allergen hazards were investigated and relevant control
activities identified. Food donation presented a special challenge as these foods may be close to their
‘use by’ or ‘best before’ dates and there are multiples activities required, undertaken by many different
actors often on a voluntary basis with very limited resources. This necessitated the development of
four new PRPs: ‘shelf-life control’, ‘handling returned foods’, ‘evaluation for food donation and
allocation of remaining shelf-life’ and ‘freezing food intended for donation’.
As there is considerable overlap between the different target establishments, a single table was
developed summarising the hazards and control activities (PRPs) that comprise the ‘simplified’ FSMS.
These PRPs were based on those described in the Commission Notice 2016/C 278/01, but with the
modification of PRP 11 to include all ‘temperature control’ activities and the inclusion of an additional
PRP ‘product information and customer awareness’ (PRP 13) (EFSA, 2017) and the four PRPs
mentioned above. The activities in each target establishment (retail distribution centre, supermarket,
restaurant and food donation) were also briefly described in the text and using a flow diagram, and
the proposed FSMS summarised in table format. It was considered sufficient for the relevant personnel
to know whether or not a biological, chemical or physical hazard or allergen might occur at each stage
without necessarily describing each specific hazard in detail. Moreover, a failure to undertake key
control activities, such as correct chilled storage or separation of raw from ready-to-eat (RTE)/cooked
products, etc., was considered as these could contribute to increased risk of illness for the consumer.

Table of contents
Abstract................................................................................................................................................... 1
Summary................................................................................................................................................. 3
1. Introduction................................................................................................................................... 5
1.1. Background and Terms of Reference as provided by the requestor..................................................... 5
1.2. Interpretation of the Terms of Reference.......................................................................................... 6
1.3. Additional information..................................................................................................................... 7
2. Data and methodologies ................................................................................................................. 11
2.1. Literature search ............................................................................................................................ 11
2.2. EFSA opinions ................................................................................................................................ 11
2.3. Guidelines...................................................................................................................................... 11
2.4. Expert discussion............................................................................................................................ 12
3. Assessment.................................................................................................................................... 12
3.1. Development of a simplified food safety management system ........................................................... 12
3.2. Application of a simplified food safety management system in distribution centres, supermarkets, restaurants,
pubs, caterers and food donations ............................................................................................................. 17
3.2.1. Distribution centres ........................................................................................................................ 17
3.2.2. Supermarket .................................................................................................................................. 19
3.2.3. Restaurants (pubs and other catering) ............................................................................................. 20
3.2.4. Food donations .............................................................................................................................. 24
3.3. The different stages in the target establishments and control PRPs .................................................... 28
4. Conclusions.................................................................................................................................... 34
5. Recommendations .......................................................................................................................... 34
References............................................................................................................................................... 34
Glossary .................................................................................................................................................. 35
Abbreviations ........................................................................................................................................... 36
Appendix A – Simplified food safety management system for specific small retail establishments.................... 37

1. Introduction
1.1. Background and Terms of Reference as provided by the requestor
In accordance with Regulation (EC) No 852/2004 on hygiene of foodstuffs, all food business
operators (FBOs), including those carrying out retail activities, must comply with general hygiene
requirements (prerequisite programmes, PRPs). In addition, FBOs, other than primary producers, must
put in place, implement and maintain a permanent procedure or procedures based on the Hazard
Analysis and Critical Control Points (HACCP) principles (Article 5).
On 18 January 2017, the EFSA Panel on Biological Hazards adopted an Opinion on ‘Hazard analysis
approaches for certain small retail establishments in view of the application of their food safety
management systems (FSMS)’. In this opinion, a simplified approach to food safety management is
developed and presented based on a fundamental understanding of processing stages and the
activities contributing to increased occurrence of the hazards (biological, chemical or physical) that
may occur in a butcher, grocery, bakery, fish and ice cream shop.
The opinion was very much appreciated by competent authorities and relevant stakeholders’
organisations in the EU. It provides a tool for a better understanding and harmonised application of
hazard analysis approaches within the EU. It is in line with the Commission objective to support small
and medium size enterprises in the implementation of EU requirements.
Other food retailers are often also small enterprises (restaurants, pubs, supermarkets, caterers,
distribution centres. . .) and specific attention might be needed for potential additional hazards that
may emerge within the frame of food donations at retail level. These activities may benefit from
recommendations on hazard analysis approaches within their FSMS.
Facilitating food donation is an EU priority within the frame of meeting the sustainable Development
Goals, adopted in 2015, but might be challenging from a food safety point of view given the
involvement of additional actors (e.g. food banks and other charity organisations) and as food which is
redistributed may be approaching the end of its shelf-life when considered for food donations.
Even though redistribution of food surplus is a growing phenomenon and food manufacturers,
retailers and restaurants/contract caterers would be willing to donate their surplus to food banks and
charities, the amount of food redistributed still represents a small fraction of the overall edible surplus
food available in the EU. For instance, in 2015, members of the European Federation of Food Banks
(FEBA) distributed 532,000 tons of food to 5.7 million people,1 which represents only a small fraction
of the estimated volume of food waste generated annually in the EU (88 million tonnes2).
Member States (MS) and stakeholders have identified legal and operational barriers, for donors and
recipients, to the redistribution of safe, edible food in the EU.3 The Action Plan proposed by the
Commission to promote a Circular Economy4 therefore requires the Commission inter alia to clarify EU
legislation related to food in order to facilitate food donation.
The Commission has published EU guidelines on food donation,5 which clarify relevant provisions in
EU legislation in order to facilitate compliance of providers and recipients of surplus food with the
requirements laid down in the EU regulatory framework (e.g. food safety, food hygiene, traceability,
liability etc.). In the area of food hygiene, for instance, the guidelines outline the need for food
business operators (including food banks and other charities) to apply good hygiene practices and
have an auto-control system in place related to food redistribution activities.
Terms of Reference
EFSA is asked to provide a scientific opinion on hazard analysis approaches for certain small retail
establishments, including consideration of possible additional hazards that may emerge within the
1
European Federation of Food Banks (FEBA) http://www.eurofoodbank.eu/. In addition, the Tafel (German ‘food banks’ which
are not member of FEBA), distribute some 220.000T of food annually to approximately 1.5 million people.
2
Estimates of European food waste levels, FUSIONS (March 2016) http://www.eu-fusions.org/phocadownload/Publications/
Estimates%20of%20European%20food%20waste%201evels.pdf
3
Documented for instance in Comparative study on EU Member States’ legislation and practices on food donations (EESC,
2014); Counting the Cost of Food Waste: EU food waste prevention (UK House of Lords, 2013-14); Review of EU legislation
and policies with implications on food waste (FUSIONS, 2015; Food redistribution in the Nordic Region (Nordic Council of
Ministers, Temallord 2014-2016); as well as Commission meetings with and individual contributions received from national
competent authorities and stakeholders (see https://ec.europa.eu/food/safety/food_waste/eu_actions_en).
4
Communication from the Commission to the European Parliament, the Council, the European Economic and Social Committee
and the Committee of Regions. Closing the loop - an EU action plan for the Circular Economy. COM(2015) 614 final http://eur-
lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:52015DC0614
5
Commission notice C/2017/6872 EU guidelines on food donation, OJ C 361, 25.10.2017, p. 1–29.

frame of food donation. In particular, starting from generic flow diagrams with processing steps for
respectively a restaurant, pub, caterer, supermarket and distribution centres (including food banks) in
Appendix A, EFSA is requested:
1) To identify and, if appropriate, rank the hazards in a restaurant, pub, caterer, supermarket
and distribution centre and to describe appropriate control activities for the hazards
identified including PRPs, CPs and CCPs and, where required, indicate critical limits and
monitoring systems. The opinion might be limited to the consideration of regular consumers,
not for specific more sensitive consumer groups (e.g. catering for hospitals).
2) To provide recommendations on additional hazards to be included in a FSMS within the
frame of food donations at retail level. Such recommendations should cover all stages of
food donations at retail starting from donations in relevant retail shops (including those
covered by the first EFSA opinion and left-overs from restaurants or caterers),
transportation, storage (at ambient temperature, chilled or frozen), distribution centres (e.g.
food banks), processing and preparation for the final consumer (e.g. social restaurants).
When carrying out the analysis and making recommendations, EFSA should consider that mostly
these small retailers are limited with regards to knowledge and resources. EFSA should take into
account proportionality to the nature and size of the enterprise as laid down in Regulation (EC)
No 852/2004.
1.2. Interpretation of the Terms of Reference

The terms of reference have been interpreted to include ‘small retail establishments’ for Terms of
Reference (ToR) 1. The term ‘small retail establishment’ is interpreted, for the purposes of this
Opinion, to be a restaurant, pub or catering business or supermarket that has less than 50 employees
and an annual turnover or balance sheet total of €10 million or less (EC 2003/361) and includes ‘micro
businesses’ (less than 10 employees with an annual turnover or balance sheet total of €2 million or
less). These ‘small retail establishments’ require the ‘simplified’ HACCP approach developed in ‘Hazard
analysis approaches for certain small retail establishments in view of the application of their food
safety management systems’ (EFSA BIOHAZ Panel, 2017) as they usually lack the resources required
to implement a full HACCP programme. Although the hazards encountered in small and larger retail
establishments may be similar, fewer people are potentially affected since small businesses supply a
small and often local population. Thus, the ‘simplified’ approach is restricted to small retail
establishments. Moreover, the ToR was interpreted such that small retailers supplying susceptible
populations (e.g. hospitals) were not included and should have full HACCP systems.
For ToR 2, ‘food donations at retail level’ is interpreted to mean all food donations from retailers,
i.e. restaurants, caterers and supermarkets, including those covered in the previous Opinion (butcher,
grocery, bakery, fish and ice cream shops), regardless of the size of the retailer. Thus, it includes food
donations from ‘small’ catering establishments (restaurant, pub and/or caterer), and ‘small’
supermarkets as well as the food donation part of the chain for all retail establishments (regardless of
their size). This Opinion will develop a FSMS, based on the simplified approach used in ‘Hazard analysis
approaches for certain small retail establishments in view of the application of their FSMS’ (EFSA
BIOHAZ Panel, 2017) that will: (1) identify the food safety hazards that may occur; (2) rank (if
required) these hazards to inform the most suitable control action (PRP or critical control point (CCP))
and (3) develop control activities (PRP or CCP) to control these hazards (to include critical limits and
monitoring systems for CCPs). A clear distinction is made between distribution centres that form part
of the conventional retail chain (i.e. centres that act as a warehouse and supplier to supermarkets and
referred to as ‘retail distribution centres’ in this Opinion) and distribution centres concerned entirely
with food donation (serve as a collection point, storage and distributor of donated foods) and referred
to ‘food donation distribution centres’ in this Opinion.
In this opinion, broad categories of chemical hazards (i.e. veterinary drug residues, pesticide
residues, cleaning chemical residues and additives) will be identified but information on specific
chemicals/compounds will not be provided. Allergens are discussed as a separate category of hazards.
Broad categories of physical hazards, including those intrinsically present in the product (e.g.
bones) and those that may contaminate from the external environment (metal, glass, wooden
splinters, etc.) will also be presented, including identifying the steps in the catering, retail and
distribution centre/food donation chains where they occur and the associated control activities.

1.3. Additional information

FSMS are designed to prevent, reduce or eliminate hazards along the food chain, which includes
primary production (farms), processors, retail distribution centres, supermarkets, restaurant, pub and
other catering as well as food donation distribution centres, as shown in Figure 1. All participants in the
food chain must have fully operational FSMSs in place. Food safety control at primary production is
achieved using PRP activities including Good Agricultural Practices (GAP), Good Farming Practices (GFP),
biosecurity and Good Hygiene Practices (GHP), and Good Veterinarian Practices (GVP). Current FSMS in
the food processing plant, in catering and retail distribution centres and supermarkets are also based on
PRPs (Good Manufacturing Practices (GMP), Good Hygiene Practices (GHP), Good Production Practices
(GPP) and Good Distribution Practices (GDP)) but HACCP principles need also to be applied. The latter is
used to control hazards, which cannot be controlled under the PRP and are of significant risk to
consumers, for example thermal treatment of beef to eliminate bacterial pathogens. Although not covered
by any legislative framework, consumers also have a role in food safety and should ensure the food is
stored, handled and prepared in a manner that ensures it is safe for consumption. To facilitate this
process, in addition to information which is mandatory in accordance with Regulation (EU) No 1169/20116
on food information to consumers, all products at retail level should be accompanied by sufficient
information to promote proper handling, storage and preparation by consumers. This information should
be provided, preferably on the label but may also be communicated verbally or using leaflets, and will be
covered under PRP 13 (‘product information and customer awareness’) later in this Opinion.
Farm
Processing
Distribuon
Centre
Restaurant, Bar, Food donaon

Catering Supermarket distribuon centre
Consumer
Figure 1: The food chain relationship between farms, food processors, distribution centres,
supermarkets, catering (including restaurants and pubs) and food donation distribution centres
6
Regulation (EU) No 1169/2011 of the European Parliament and of the Council of 25 October 2011 on the provision of food
information to consumers. OJ L 304, 22.11.2011, p. 18–63.

FSMSs are not static but require continuous review and updating. For example, specific hazards
may change over time or with the inclusion of a new food, novel process, ingredient or suppliers. Their
implementation also requires monitoring to verify that the actions required are being undertaken and
that these are having the desired outcome in terms of food safety. Moreover, even when a PRP and
HACCP plan are in place, their successful implementation is reliant on the shared attitudes, values,
beliefs, and hygiene behaviours of the staff (Griffith et al., 2010). Thus, the effectiveness of the PRP
and HACCP plan is dependent on a strong business food safety culture (Wallace et al., 2012, 2014).
The history and legislation covering HACCP and PRPs, the various challenges in implementing these
systems in retail establishments and the different types of hazards (biological, chemical, physical and
allergens) have been covered in the previous EFSA HACCP Opinion (EFSA BIOHAZ Panel, 2017). The
target establishments in this Opinion include supermarkets, catering (restaurant, pub and other
catering) and both retail and food donation distribution centres. Supermarkets provide a range of
different products and/or activities including fruit and vegetable (grocery), meat (butcher and fish
counter activities), dairy, other non-meat perishables, bread and cakes (bakery), and the FSMSs for
these were partly covered in the previous EFSA HACCP Opinion (EFSA BIOHAZ Panel, 2017). This
document will therefore focus on the new areas/activities and, where relevant, reference the previous
Opinion. These areas include, for example, the handling and storage of dairy and other non-meat
perishables in chilled cabinets, food products sold at the deli counter and using self-service salad bars.
Prerequisite programmes and critical control points
Food safety hazards are controlled using PRP activities and CCP activities. PRPs are defined by
FAO/WHO as ‘the conditions and measures necessary to ensure the safety and sustainability of food at
all stages of the food chain’ (FAO/WHO, 2006). ISO 22000 uses a similar definition: ‘the conditions that
must be established throughout the food chain and the activities and practices that must be performed
in order to establish and maintain a hygienic environment’ (ISO, 2005).7 PRPs may be divided into 13
categories: PRP 1 to PRP 12 are provided in Commission Notice 2016/C 278/01 and, with the exception
of PRP 11, are applied as described. In Commission Notice 2016/C 278/01 PRP 11 ‘Temperature control
of the storage environment’ has been modified to include all temperature control activities. Thus the
title has been changed to ‘Temperature control’ and this covers the application of heat during cooking,
removing heat during the chilling process as well as the temperature of the food during storage
(e.g. chilled storage, frozen storage, hot holding in a bain-marie, etc.). An additional PRP ‘product
information and customer awareness’ was developed by EFSA (EFSA BIOHAZ Panel, 2017), as follows;
PRP 1: Infrastructure (building and equipment);
PRP 2: Cleaning and disinfection;
PRP 3: Pest control: focus on prevention;
PRP 4: Technical maintenance and calibration;
PRP 5: Physical and chemical contamination from production environment;
PRP 6: Allergens;
PRP 7: Waste management;
PRP 8: Water and air control;
PRP 9: Personnel (hygiene, health status);
PRP 10: Raw materials (supplier selection, specifications);
PRP 11: Temperature control;
PRP 12: Working methodology;
PRP 13: Product information and customer awareness.
These are summarised in terms of the control infrastructure and activities required, monitoring, the
requirement for record keeping and corrective action(s) in Table 1.
7
ISO 22000:2005—Food Safety Management Systems— Requirements for Any Organization in the Food Chain, ISO, 2005.

Table 1: A summary of prerequisite programme (PRP) activities including the 12 defined PRPs from
EC Commission Notice C278/2016, and an additional PRP 13 ‘product information and
consumer awareness’ as defined by EFSA BIOHAZ Panel (2017)
Control infrastructure/ Record keeping
PRP Monitoring Corrective action
activities required (yes/no)
PRP 1: Hygienic infrastructure Monthly visual check Yes, but only when Proper maintenance of
Infrastructure and fit for purpose based on checklist of there is remedial premises and
(building and building and equipment infrastructure (hygiene work required equipment
equipment) and condition)
PRP 2: Cleaning and disinfection Spot visual checks Yes, results of Cleaning and
Cleaning and schedule and/or ‘clean as microbiological disinfection of area/
disinfection you go’ policy Daily visual checks testing. Also when equipment affected
there is a non-
Monthly microbiological compliance Review and if
testing necessary retrain staff
and/or revise
frequency and method
of disinfection
PRP 3: Pest Pest control activities Weekly check No Revise and/or renew
control: focus pest control activities
on prevention
PRP 4: Maintain all equipment Ongoing monitoring of No Repair or replace
Technical equipment equipment as
maintenance necessary
and calibration Calibrate measuring Periodic (daily/weekly) Yes, status of Review maintenance
devices (e.g. calibration status with calibration and calibration
thermometer, balance, records programme
etc.)
PRP 5: Ensure all materials are Visual check during Yes, but only when Review storage,
Physical and stored correctly processing there is remedial cleaning and
chemical work required disinfection
contamination Ensure all surfaces are Monthly check based procedures, etc.
from properly rinsed after on checklist of
production disinfection infrastructure (hygiene
environment and condition)
PRP 6: Ensure the absence of Raw material No Stop using potentially
Allergens allergens in raw materials specifications from to ‘contaminated’ raw
suppliers materials
Keep an up-to-date
inventory of potential Activities to prevent Review suppliers/
allergens including cross-contamination supplier requirements
sources (e.g. raw are implemented on a
material, cross- continuous basis Revise acceptance
contamination, etc.) criteria
Potential sources of cross- Review and correct

contamination identified activities designed to
and controlled prevent cross-
contamination
PRP 7: Waste Complete separation of Routine visual check to No Remove waste directly
management waste from raw materials ensure the food Review and revise
or foods business’s policy on current waste
waste management is management activities
Specific requirements of being fully complied
legislation are in place in with Retrain staff as
case of waste of foods of required
animal origin (animal by-
products)

Control infrastructure/ Record keeping

activities required (yes/no)
PRP 8: Water Use of potable water, also If not a municipal Yes, results of Revise water
and air control for ice making supply, ongoing microbiological treatment
monitoring of water testing
Good condition of water treatment Based on the extent of
distribution infrastructure the non-compliance
with absence of toxic Periodic microbiological consider disposal of
contact materials testing the affected product
PRP 9: Presence of hygiene rules Daily visual check No Address any personnel
Personnel and agreements with during processing issues immediately
(hygiene, personnel adapted to the Medical check and
health status) nature of the activities Medical check and/or training record Revise and inform
awareness training for keeping personnel
Health status of all personnel
personnel
PRP 10: Raw Raw materials are Presence of Yes, but only when Do not use affected
materials fulfilling legal specifications from there is a non- (non-compliant) raw
(supplier requirements suppliers or presence compliance, e.g. the materials
selection, of labels of packed raw materials were
specifications) Retailers have acceptance materials not delivered at the Review suppliers/
criteria based on correct temperature supplier requirements
specifications Acceptance criteria are
checked upon each Revise acceptance
delivery criteria
PRP 11: Temperatures required Automatic monitoring Yes, where the Replace/repair/reset
Temperature during cooking or chilling with alarm and control activity is cooking/chilling/
control are achieved for the automated record based on quantifiable freezing equipment
required times. The keeping parameters such as
temperature of the temperature (e.g. Based on the extent of
storage environment Manual monitoring/ chilling and cooking) the non-compliance,
(cooling or deep freezing) daily check or more consider disposal of
is adequate to reach checks of the the affected product
product temperature temperature of storage
requirements facilities and product For bakery products,
high temperatures will
promote acrylamide
formation. Such ‘over-
cooked’ product should
be disposed of
PRP 12: Personnel following work Daily visual check No Retrain personnel
Working descriptions, standard
methodology operating procedures
(SOP)
PRP 13: Relevant information Routine checks to No Review and revise the
Product (storage conditions, shelf- ensure this information information as
information life, allergens, etc.) is provided necessary
and consumer should be provided,
awareness consistent with the
general principles,
requirements and
responsibilities governing
food information, and in
particular food labelling
as set out in Regulation
(EU) No 1169/2011

The PRPs provide the foundation for effective food safety management and should be in place as
part of a HACCP programme. Indeed, FSMSs may be composed entirely of PRP activities and may not
require additional CCPs. The latter is required when there are specific hazards that are not controlled
by PRPs.
The Codex Alimentarius Commission defines HACCP as ‘a system which identifies, evaluates, and
controls hazards which are significant for food safety’.8
There are seven principles or steps that must be applied when developing a HACCP plan as follows:
• conducting a hazard analysis (including hazard identification of microbiological, chemical and
physical hazards);
• determining critical control points (CCP is defined as ‘a step at which control can be applied
and is essential to prevent or eliminate a hazard or reduce it to an acceptable level’);
• setting critical limits at each critical control (measurable and observable parameters);
• establishing monitoring procedures to assess whether or not the critical limits are adhered by
making direct observations and objective measurements of critical limits;
• establishing corrective action(s) to be taken when a critical limit is breached;
• establishing verification procedures to ensure the HACCP process is performing as planned by
observing activities, calibrating equipment, reviewing records, etc.;
• establishing documentation procedures (HACCP records including monitoring, corrective action,
calibration, records, etc.
FSMSs for restaurant, pub, caterer, supermarket and distribution centres will now be developed and
presented including hazard identification (biological, chemical, physical or allergen) and control
activities.
2. Data and methodologies

2.1. Literature search
A literature search was used to gather scientific publications, reports and official documents
relevant for this opinion. In general, the qualitative evaluation by means of literature review was
carried out based on the knowledge and expertise of the Working Group (WG) members. The experts
in the WG selected relevant references starting with review papers, book chapters and peer-reviewed
papers retrieved through searches, broadening this out using ‘footnote chasing’ (White et al., 1992)
until reaching a coverage of the subject considered sufficient by the WG. Considerable use was made
of on-going citation input by WG members and information about relevant publications provided by
members of the EFSA Biological Hazards (BIOHAZ) Panel.
2.2. EFSA opinions

The EFSA BIOHAZ Panel opinion on hazard analysis approach for certain small retail establishments
(EFSA BIOHAZ Panel, 2017) was used as a basis for the development of a similar simplified foods
safety management systems for the small food retail establishments and food donations discussed in
this Opinion.
2.3. Guidelines
Various guidelines on FSMSs, including HACCP, were also used as a source of background
information. These included information available from the Food and Agriculture Organization (FAO)
and the World Health Organization (WHO), specifically ‘Hazard Analysis and Critical Control Point
(HACCP) system and guidelines for its application’ (Annex to CAC/RCP 1-1969, Rev 3 (1997)).9 Various
guidance documents available from the European Commission Food Safety/Food/Biological Safety/Food
Hygiene/Guidance website10 were also used including ‘Food Safety Management Systems’, ‘Prerequisite
Programs (Good Hygiene Practices)’, ‘Procedures Based on the HACCP Principles’, ‘Controls/Auditing’
and ‘Training/Teaching’ and the EU guidelines on food donation (2017/C 361/01).11
8
CAC/RCP 1-1969, Rev. 2003, http://www.fao.org/input/download/standards/23/CXP_001e.pdf
9
http://www.fao.org/docrep/005/Y1579E/y1579e03.htm
10
http://ec.europa.eu/food/safety/biosafety/food_hygiene/guidance_en
11
Commission notice — EU guidelines on food donation (C/2017/6872) OJ C 361, 25.10.2017, p. 1–29.

2.4. Expert discussion

After a review of the scientific literature and available guidelines from international organisations
and the previous HACCP opinion, discussions were held in the EFSA BIOHAZ Panel and its working
group. Each step of this opinion was carefully developed with the target end-users in mind.
3. Assessment
3.1. Development of a simplified food safety management system
The simplified FSMS was previously developed for butcher, bakery, fishmonger, grocery (fruit and
vegetable) and ice cream shops and is described in the Opinion ‘Hazard analysis approaches for certain
small retail establishments in view of the application of their food safety management systems’ (EFSA
BIOHAZ Panel, 2017). The rational for the development and implementation of the ‘simplified’
approach is described in detail in that document. The ‘simplified’ approach thus developed differs to
the ‘classical’ approach to food safety as follows: (1) the target establishment need only to be aware
that a hazard (biological, chemical, physical or allergen) may occur at a particular stage, without
having an in-depth knowledge of that hazard (e.g. knowing there may be a biological hazard
associated with raw meat without knowing it is Salmonella); (2) the target establishment must
understand that failure to perform certain activities, such as separating raw and ready-to-eat (RTE)
foods, constitutes a risk; (3) there is no requirement to understand or apply risk ranking; (4) allergens
are treated as a separate hazard, as opposed to a chemical hazard; and (5) control is based on PRP
activities. Moreover, 13 PRPs were described, 12 of which were based on those described in the
Commission Notice 2016/C278/01, with the inclusion on an additional PRP ‘product information and
customer awareness’ (PRP 13). For the purpose of this mandate, four additional PRPs have been
developed. While they may overlap with the 13 PRPs mentioned above, these 4 PRPs are required to
provide control for specific activities within the supermarket, restaurants, food distribution but
especially food donation which presents unique challenges in relation to shelf-life, handing returned
foods and freezing to preserve food intended for food donation.
PRP 14: Shelf-life Control
Shelf-life is the period of time during which a food maintains its acceptable or desirable
characteristics under specified storage and handling conditions. These acceptable or desirable
characteristics may be related to the safety or quality of the product and can be microbiological,
chemical or physical in nature. Regulation (EU) No 1169/2011 requires that the shelf-life of a foodstuff
be indicated by either a date of minimum durability (‘best before’) or by a ‘use by’ date. The date of
minimum durability, or ‘best before’ date, is the date until which a foodstuff retains its specific
properties, e.g. taste, aroma, appearance, any specific qualities which relate to the product, vitamin
content, oxidative status, etc., when the product has been stored appropriately and the package
unopened. Typically, a ‘best before’ date is used for food products such as canned, dried, ambient,
frozen foods, etc.12 By law (EC 1169/2011, Annex III, Point 6), frozen meat, frozen meat preparations
and frozen unprocessed products must include a date of freezing (or first freezing where the product
has been frozen more than once). Many foods that are past their ‘best before’ date may still be safe to
eat, but their quality may have deteriorated. In contrast, perishable foods may constitute a food safety
hazard after a relatively short period of time and shelf-life is indicated using a ‘use by’ date, the date up
until which the food may be consumed safely, assuming correct storage. After the ‘use by’ date, a food
is deemed unsafe in accordance with Articles 14(1) and 14(2) of Regulation (EC) No 178/200213 and
cannot be sold and should not be consumed. Typically, a ‘use by’ date is used for fresh meat, fresh fish
and chilled RTE foods. An exception to this is raw, shell eggs which require a ‘best before’ date as set
out in Regulation (EC) No 589/200814 as regards the marketing standards for eggs, set 28-days from
laying. Furthermore, uncut fresh fruit and vegetables, except sprouting seeds and similar products such
as legume sprouts, do not require a ‘best before’ date. The FBO (usually the manufacturer or producer)
12
https://www.fsai.ie/faq/shelf_life/best_before_and_use_by.html
13
Regulation (EC) No 178/2002 of the European Parliament and of the Council of 28 January 2002 laying down the general
principles and requirements of food law, establishing the European Food Safety Authority and laying down procedures in
matters of food safety. OJ L 31, 1.2.2002, p. 1–24.
14
Commission Regulation (EC) No 589/2008 of 23 June 2008 laying down detailed rules for implementing Council Regulation
(EC) No 1234/2007 as regards marketing standards for eggs. OJ L 163, 24.6.2008, p. 6–23.

is responsible for deciding whether a ‘best before’ or ‘use by’ date is required as well as the length of
shelf-life. FBOs who receive bulk food products and subsequently break it down and repack it are
responsible for ensuring that the information provided relating to this product, including its shelf-life, is
correct, as part of their obligations under Article 8 of Regulation (EU) No 1169/2011. If changes are
made to the information provided, if allowed by EU and national rules, these may only be made
provided such modifications do not mislead the final consumer or otherwise reduce the level of
consumer protection or the opportunity for the final consumer to make informed choices. The FBOs are
responsible for any changes they make to the food information accompanying a food.
Based on Regulation (EU) No 1169/2011, a ‘best before’ or ‘use by’ date does not have to be
declared on non-prepacked foods. Non-prepacked foods are foods offered for sale to the final
consumer or to mass caterers without prepacking. It also includes foods that are packed on the sales
premises at the consumer’s request (e.g. sandwiches at a deli counter) or foods prepared on the
premises and prepacked for sale from that premises (e.g. lasagne made on the premises, packed and
available for sale). Furthermore, Annex X, 1(d) states that “an indication of the date of minimum
durability shall not be required for:
• Fresh fruit and vegetables which have not been peeled, cut or similarly treated (this does not
apply to sprouting seeds and similar products such as legume sprouts which do require a date
of minimum durability)
• Wines, liqueur wines, sparkling wines, aromatised wines and similar products obtained from
fruit other than grapes, and beverages falling within CN code 2206 00 obtained from grapes or
grape musts
• Beverages containing 10% or more alcohol by volume
• Bakers’ or pastry cooks’ wares (bakery products) which, given the nature of their content, are
normally consumed within 24 h of their manufacture
• Vinegar
• Cooking salt
• Solid sugar
• Confectionery products consisting almost solely of flavoured and/or coloured sugars
• Chewing gums and similar chewing products.”
The FBO should routinely check foods to assure the removal of foods after expiry of the ‘use by’
date. It is not possible to place products on the market past the ‘use by’ date. In case of freezing
foods prior to the ‘use by’ date, in view of their further redistribution, guidelines in some MS
recommend relabelling the frozen food with a ‘best before’ date. This procedure can be supported by
traceability systems through the tracking and online visibility of inventory shelf-life and associated
expiration dates. This system enables FBOs to proactively move these products before their expiration
and send them for disposal, further processing or donation.
PRP 15: Handling Returned Foods
A FBO must ensure that food returns are held and kept separate until they are: (1) ascertained to
be safe and suitable for consumption; (2) destroyed or otherwise used or disposed of in line with
applicable EU legislation, such as Regulation (EC) No 1069/200915 on animal by-products not intended
for human consumption; (3) (a) returned to its supplier or (b) sent for donation if the product is fit for
human consumption; and (4) further processed. It is important that there is full traceability of returned
products as part of the overall traceability system imposed by Regulation (EC) No 178/2002.
Therefore, the traceability system should keep track of food that is returned by customers and food
that is disposed of by the FBO. It is suggested that the traceability system should record a basic
description of the returned food, the name and contact details of the customer returning the food, the
date of return and the reasons for return as well as actions taken. Returned food that does not comply
with retailer’s specifications may be suitable for donation if fit for human consumption. For example,
foods may be returned for reasons other than food safety, e.g. quality issues, size of product,
insufficient shelf-life according to retailer Minimum Life on Receipt requirements, packaging issues, etc.
If the food is to be donated, it should be in proper condition and if there are any indications of
damaged packing materials, temperature abuse, quality deterioration, etc.; these foods should be
15
Regulation (EC) No 1069/2009 of the European Parliament and of the Council of 21 October 2009 laying down health rules as
regards animal by-products and derived products not intended for human consumption and repealing Regulation (EC) No
1774/2002 (Animal by-products Regulation). OJ L 300, 14.11.2009, p. 1–33.

disposed of. Moreover, there should be sufficient shelf-life remaining (as indicated by the ‘use by’ or
‘best before’ dates (see PRP 16)) to enable transportation, processing and/or delivery to consumers.
PRP 16: Evaluation for food donation and allocation of remaining shelf-life
The following types of foods can be considered for food donation:
A) Prepacked foods which carry date marking;
B) Prepacked foods which do not need a ‘best before’ date, e.g. packed fruits and vegetables,
which have not been peeled, cut or similarly treated, bakery products or other foods as listed
in PRP 14 (as per Regulation (EU) 1169/2011);
C) Non-prepacked foods which may need to be wrapped or packed before donation can occur,
e.g. fresh fruits and vegetables, fresh meat, fresh fish, bakery products, surplus food from
catering/restaurants (food which was prepared by the catering/restaurant but never served to
the consume as long as they have been handled, stored and are distributed appropriately).
In this Opinion, a strict interpretation is applied regarding the ‘use by’ date. Foods placed on the
market (including those intended for food donation) must not exceed the ‘use by’ date, during
distribution nor before intended consumption. However, in the case of a ‘best before’ date, as food
safety is not directly impacted, products exceeding this date could still be distributed for food donation
purposes if the following conditions apply: (1) the integrity of packing material (no damage, no
opening, no condensation, etc.) is not compromised; (2) proper storage of the food according to the
required temperature and other conditions (e.g. deep freezing at 18°C or dried storage); (3) in the
case of frozen food, checking the freezing date (if provided); (4) the food is still organoleptically
acceptable (still acceptable for consumption, e.g. absence of moulds, rancidity, etc.); and (5) no
exposure to any other significant food safety or other health risk, e.g. radioactivity. The amount of
available product life remaining should also be assessed both upon sending and receipt of the product
made available for food donation.
Tasks of donors in relation to shelf-life of foods:
A) For foods with a ‘best before’ date, if donation takes place earlier than the labelled date, no
further action is needed by the donor, except for maintaining package integrity and assuring the
prescribed storage conditions are achieved. In cases where donation occurs after the ‘best before’
date, according to EU rules, it is permitted to redistribute these products, provided that they are still
safe and there is no ambiguity in the information provided to consumers. Some MS have established
indicative guidelines for food redistribution past the ‘best before’ date and the donors should consult
these when assessing suitability of the food for donation. Such products may be marketed separately
with labelling indicating that the ‘best before’ date has been exceeded and where relevant,
recommending immediate consumption.
For foods labelled with a ‘use by’ date, food donors should ensure that there is sufficient shelf-life
available upon the delivery of such products to food banks and other charity organisations to allow for
their safe redistribution and use by the final consumer prior to the indicated ‘use by’ date. Some MS
have specific rules regarding the minimum amount of shelf-life which should be available when foods
are provided for donation. For example, in France, there is a requirement that there should be a
minimum of 48 h of available shelf-life remaining at the time when the product is delivered to the food
bank or other charity.
Under no circumstance can the ‘use by’ dates be exceeded as the food cannot be considered safe
for human consumption beyond this date.
B) Prepacked foods which do not need a shelf-life date as listed in PRP 14, e.g. packed fruits and
vegetables, pastries, etc., need to be handled and stored appropriately and checked to ensure they are
acceptable for consumption.
C) In case non-prepacked foods are donated (e.g. fresh fruits and vegetables, fresh meat, fish,
pastries with whipped cream or surplus food from catering), wrapping or repackaging may be required
by the donor to allow redistribution to the recipients.
Donated fresh meat, fresh fish, surplus food from restaurant/catering, etc., may be frozen by the
donor and transported in this state. If not frozen by the donor, this should be done immediately upon
receipt at the donation centre.
Donors and recipients should ensure timely transportation of foods to the recipients, under proper
and documented conditions of temperature and storage, so that the products retain the remaining
shelf-life.

Tasks of recipients in relation to the shelf-life of foods:

In addition to the donors, recipients should inspect the food to assess, to the possible extent, the
hygiene, safety and quality status of all foods received including packing. This may be done with
destructive (e.g. opening of the package, sensory evaluation, etc.) or non-destructive methods (e.g.
temperature records, visual inspection for overall appearance, drip loss, softening, browning and
package integrity, etc.). In general, although this will depend on the intended use of the food,
recipients should inspect the completeness and readability of the labels and ensure compliance with
the requirements of Regulation (EU) 1169/2011 and the existence of clear food handling instructions.
If refrigerated foods are to be frozen, then the aforementioned practices and those detailed in PRP 17
should be applied.
For foods labelled with a ‘use by’ date, recipients should make sure that food is received in a
refrigerated state (e.g. the surface and core temperature of food upon reception is at the chilled
temperature as defined by the competent authorities in the relevant member state) or in the frozen
state and be able to assess that the correct storage temperatures were maintained throughout the
chill chain.
Although a ‘use by’ date does not have to be declared on non-prepacked foods (EC 1169/2011),
this does not preclude the donation of non-prepacked, highly perishable foods such as fresh meat, fish
or surplus foods from restaurants/catering provided that, for food of animal origin, national measures
are in place to authorise such practice (see PRP 17 below). As a general rule, these foods should be
consumed immediately but may be stored at the required temperature, or frozen, if there is written
information accompanying the food which shows its history, including conforming to required storage
time and conditions.
PRP 17: Freezing food intended for donation
Freezing of foods before their expiration date in order to extend shelf-life and facilitate safe
redistribution would facilitate donation as food received by redistribution organisations and charities
cannot always be delivered to the customer before the ‘use by’ or ‘best before’ (in the case of chilled
foods) date. However, for hygienic reasons, Regulation (EC) No 853/200416 prescribes that food of
animal origin intended for freezing must be frozen without undue delay after production. This
requirement applies to retailers, including those supplying other food business operators such as food
banks and freezing such food at retail is therefore not allowed. There are exceptions to this and some
member states are allowed to freeze food of animal origin for redistribution purposes, provided that
such retail activity is marginal, localised and restricted in accordance with its Article 1(5)(b)(ii).
National measures should be adopted accordingly and notified to the Commission and other Member
States.
Freezing of perishable foods that carry a ‘use by’ date or chilled foods that have a ‘best before’
date (if permissible), should be done as early as possible before, but definitely no later than the end of
the ‘use by’ date indicated on the label and to a temperature of 18°C or lower. This temperature
must be maintained throughout distribution.
In the case of non-prepacked foods which are donated such as non-prepacked fresh meat, fresh
fish, surplus food from restaurant/catering, which do not contain a ‘use by’ date, the recipient should
be informed of the storage time and conditions of these foods to allow an assessment of the suitability
for freezing or consumption (Table 2).
Freezing of food can be done both by food donors or recipients, if permissible by the MS and
national provisions are respected. In doing so, the ‘use-by’ or ‘best before’ date can be extended. In
some member states (e.g. Ireland), it is recommended that the frozen food be used within 1 month of
freezing. In other member states (e.g. Belgium) this may be up to 2 months. In addition, the
packages should indicate the original ‘use by’ or ‘best before’ date (if provided) of the products and
the date it was frozen and provide instructions for proper thawing practices. Labelling should be done
by the freezing operator, who is also responsible for the repacking of the frozen food. Depending on
the type of food, there may be a requirement to consume immediately after thawing. In the UK, for
example, it is recommended that food should be consumed within 24 h of thawing (Jones et al.,
2017). Such information should be conveyed to the consumers, for example, using information on the
label (PRP 13).
16
Regulation (EC) No 853/2004 of the European Parliament and of the Council of 29 April 2004 laying down specific hygiene
rules for food of animal origin. OJ L 139, 30.4.2004, p. 55–205.

Table 2: Descriptive summary and associated monitoring, record-keeping and corrective activities
with the newly introduced PRPs 14 (shelf-life control), 15 (handling returned foods), 16
(shelf-life – time that can still be allocated for prepacked and non-prepacked food and
evaluation for food donation) and 17 (freezing food intended for donation)
Control infrastructure/
activities conducted Record
by both donors and keeping
recipients
14: Shelf-life Compliance with Foods should be routinely No* Disposal, or refuse or
control Regulation (EU) 1169/ checked to ensure the removal return of foods in the
2011 for food labelling of products after expiry of the following cases:
regarding date marking ‘use by’ date. FBOs may also
1) insufficient
(‘use by’ vs ‘best-before’ take this opportunity to check
remaining product
dates) the integrity of the packaging,
life available
proper storage conditions, etc.
2) reception after
Proper storage of foods
expiration of ‘use
according to the
by’ date
conditions of
3) if damaged
temperature, light and
packing is detected
moisture conditions,
4) improper or
recommended by the
inadequate
manufacturer
(unclear or
invisible) labelling
15: Handling Proper warehouse Batch inspection of package Yes, record Disposal of foods
returned foods facilities for different integrity and other visual of the basic deemed inappropriate
types of storage (chilled, defects, no visible signs of description for human
frozen, ambient) with spoilage of the consumption or that
segregation from non- returned were not timely placed
returned products Temperature monitoring at food, date in proper storage
receiving. Decision on of return
Logistics and traceability acceptability for donation and its Reprocessing of foods
systems using first in-first destination to be rendered safe
out approach
16: Evaluation Products with the Evaluation if a ‘best before’ or Yes, logging Disposal, or recall of
for food shortest remaining shelf- ‘use by’ date is present on of initial foods in case of after
donation and life-first out logistics for prepacked foods and decide labelling/ expiration of ‘use by’
allocation of chilled and ambient which time still can be allocated information date
remaining delivery upon
shelf-life In case of prepacked foods reception Foods that require but
Facilities and working without a legally required shelf- do not have a shelf-life
methodology for sensory life date (e.g. packed fruits and date: disposal
evaluation vegetables, bakery wares, wine,
Traceability systems etc. – see list PRP 14) a sensorial
evaluation and decision if still fit
for consumption
In the case of food with a ‘best

before’ date, foods exceeding
this date may be considered for
food donation but this food
should be routinely checked to
ensure: (1) integrity of packing
material (no damage, no
opening, no condensation, etc.),
(2) proper storage of the food
according to required
temperature and other
conditions (e.g. deep freezing at
18°C or dried storage), (3) in
case of frozen food, checking

Control infrastructure/
activities conducted Record
by both donors and keeping
recipients
the freezing date, (4) evaluate
sensory property (still
acceptable for consumption
(absence of moulds, rancidity,
etc.), and (5) no exposure to any
other significant food safety
hazard or other health risk
17: Freezing Rapid freezing and frozen Temperature monitoring No Disposal of foods in
for food storage infrastructure the following cases:
donations Inspection of package integrity
1) reception after
Logistics
expiration of ‘use
Labelling inspection
by’ date
Compliance with
2) if packing
Regulation (EU) Indication of freezing date and
damages are
1169/2011 for food allocating new ‘best before’ or
detected
labelling regarding the ‘use by’ date
3) improper or
expiration date (‘use by’ vs
inadequate
‘best-before’ dates)
(unclear or
invisible) labelling
Compliance with
4) foods not timely
Regulation (EC)
placed in proper
No 853/2004 laying down
storage
specific hygiene rules for
food of animal origin
*: Whilst there is no need to keep records in relation to shelf-life, traceability requirements apply to food donation.
3.2. Application of a simplified food safety management system in

distribution centres, supermarkets, restaurants, pubs, caterers and
food donations
In this section, the stages involved in distribution centres, supermarkets, restaurants (including
pubs and catering) and food donations are summarised, including a flow diagram for each.
3.2.1. Distribution centres

Distribution centres are typically warehouses with conditioned temperatures and have activities
associated to the collection of (big) volumes of foods from vendors/producers (typically on pallets,
boxes or shipping containers), storing it (for a short period of time), repalletising the products and
distributing them (often including transportation). Their customers can be retailers, other wholesalers
or they may sell directly to individual consumers but this is a minor activity. Distribution centres are
also referred to as wholesalers, order fulfilment centres, cross-dock facilities, bulk break centres, and
package handling centres. The name by which the distribution centre is known is commonly based on
the purpose of the operation. For example, a ‘retail distribution centre’ normally distributes goods to
retail stores, an ‘order fulfilment centre’ commonly distributes goods directly to consumers. This type
of distribution centre is mainly used by e-commerce and others that need to outsource the logistics of
order processing and delivery, and a ‘cross-dock facility’ stores little or no product but distributes
goods from a truck or railroad to other destinations with little or no storage in between.
In the food donation chain, food banks are typical food donation distribution centres, which are
collecting foods from multiple donors, are storing them and redistributing towards various charity
organisations. One of the major issues for food banks is the flexibility in their work, as a food donation
chain is heavily dependent on charity; it is not always clear which foods will be delivered and when
these deliveries will take place. This is completely different from the well organised just-in-time principle
in conventional (retail) food distribution, where an optimisation of the request-offer policy minimises
food waste. Thus, food banks need more flexibility in their organisation (e.g. more space to store, more
people to manage the work, etc.) and need a management plan focused on shelf-life and food safety.

The stages in distribution centres are summarised in the flow diagram (Figure 2) below. The
hazards and control PRPs are presented in Table 5 (covers all target establishments) in Section 3.3 and
Table A.1 (specific for food distribution centres) in Appendix A.1.
Prepacked food Non-prepacked food
1. Receiving
2. Unpacking
3.
Refrigerated Which type of 4. Ambient
storage storage is storage
needed?
5. Frozen
storage
6. Order
assembly
7. Packing
8. Refrigerated Which type 9. Ambient

transportation of transportation transportation
is needed?
10. Frozen
transportation
11. Retailer
Legend for flow charts:

process step
start-end of production process
raw materials, intermediate product or final product
decision between different possible production steps
Figure 2: Flow diagram for food distribution centre

3.2.2. Supermarket
Supermarkets are usually self-service shops offering a wide range of food and household products.
The food products include fruit, vegetables, meat, fish, seafood, dairy, eggs, baking ingredients,
canned foods, dried cereals, bakery, alcoholic and non-alcoholic drinks, juices, beverages, delicatessen
foods, RTE foods, diet foods, dressings, sauces, frozen foods, tea, coffee and snack foods. Many of
these come in individually wrapped packages and are offered in the aisles of the main floor. However,
they may also be non-prepacked and/or available through butcher, seafood, bakery and delicatessen
counters as well as through the salad bar.
Supermarkets are usually chain stores supplied by retail distribution centres that are part of the
same retail company. Large multinational supermarket chains purchase food from around the world,
which is often transported to a central distribution centre(s) that supplies stores in several different
countries. Thus, the range of food ingredients, products, sources and transportation distances has
increased substantially in recent years. However, supermarkets may also be small companies with one
or two retail outlets where the goods are purchased from wholesale stores or warehouses that are
‘trade only’. Perishable or short shelf-life foods such as pasteurised milk, meat and bread are usually
supplied directly by the processor. Some supermarkets also include a cafe or other catering facility.
In recent years, mobile supermarkets have also emerged to provide a direct connection between
producers and consumers as well as opportunities to acquire and retain new customers. Mobile
supermarkets are considered to be ‘temporary premises’ in EC 852/2004 and may sell a range of foods
from mobile sales vehicles. However, they still represent a very small segment of the food retail market
but may be higher risk in terms of food safety.
The stages in supermarkets are summarised in the flow diagram (Figure 3) below. The hazards and
control PRPs are presented in Table 5 (covers all target establishments) in Section 3.3 and Table A.2
(specific for supermarkets) in Appendix A.2.

Food of non-animal
Food of animal origin Mixed foods
origin
1. Receiving
Which type of
storage needed?
2. Refrigerated
Storage 3. Ambient storage 4. Frozen storage
storage
Yes No
Prepacked?
8. Catering and foods

Other non prepacked Grocery, Bakery,
5. Refrigerated/ cooked in the premises
Display 6. Hot display 7. Ambient display (see catering and foods (e.g. olives, Butcher, Fish (see EFSA
frozen display cheese, mixed foods) Opinion 2017)
restaurant activities)
9. Cutting and
portioning
10. Display in
counter
11. Refrigerated
storage
12. Portioning 13. Slicing,

and packaging Yes Self service? No serving and
by consumer packing
Consumer
Figure 3: Flow diagram for supermarkets

3.2.3. Restaurants (pubs and other catering)
Catering covers a range of food and drink related activities. While restaurants focus on food
preparation, the main business of pubs is serving alcoholic and non-alcoholic drinks and beverages
such as tea and coffee. Food may also be provided. Catering differs to both the restaurant and the
pub as the food is often prepared offsite and transported to the venue where it is to be served. Food
safety is reliant on good hygiene as well as proper food handling, preparation and storage. Perishable
foods such as meat and dairy products and cooked foods that are not for immediate consumption
must be stored at chilled temperatures (in a fridge, cold room or other chilling device). Chilling units
must not be over stacking and the air in the chilling unit should circulate freely around the foods being
stored. Perishable foods may also be stored frozen at temperatures of 18°C or below. Exceptions to
this include ice cream, which should be stored at 12°C or lower. Frozen foods should be thawed in
the chiller or if necessary using the defrost cycle in a microwave oven but never at room temperature
as this would allow bacterial pathogens on the surface of the food an opportunity to grow, multiply
and/or produce toxins. In addition, care should be taken to ensure that the core of the food is fully
thawed as a frozen centre may not receive sufficient heat in any subsequent cooking process to
ensure the destruction of pathogens.
Cooking is a reliable method of eliminating most food-borne pathogens. It is generally accepted
that cooking to a core temperature of at least 70°C for at least 2 min or achieving at least 75°C in the

centre of the food are sufficient to destroy most vegetative bacteria, and some viruses and parasites.
However, pork products, for example may require higher temperatures and/or longer times to
eliminate pathogens such as hepatitis E virus. Lower cooking temperatures are applied for some
dishes. To assure food safety, the cooking time–temperature conditions used should be validated to
ensure the elimination of pathogens and these dishes should be consumed shortly after cooking, e.g.
within 30 min of cooking, unless maintained at temperatures above 65°C (where they can be
consumed up to 4 h after cooking).
In restaurants, pubs and catering establishments, additional thermal treatments, (other than
conventional cooking) may also be applied (see Table 3) for culinary purposes, without necessarily
targeting (or achieving) pathogen inactivation. These pathogens, which are primarily bacterial, are
included in the ‘biological hazards’ referred to elsewhere in this document. While all bacteria exist as
vegetative cells some are also capable of forming spores, a mechanism to facilitate survival under
adverse conditions. Both vegetative cells and spores need to be controlled (destroyed by cooking or
growth prevented by correct storage conditions) if the safety of the food is to be assured. Heating
food, regardless of the primary purpose may also affect the chemical safety of the product, due to the
formation of processing contaminants, thus precautions should be applied. Typical examples are shown
in Table 4.
Hot holding is a temporary measure often applied in catering. For example, food should be placed
in the bain-marie or other hot holding device and held at 63°C or higher thus preventing the growth
and/or toxin production by bacteria such as Staphylococcus aureus, Clostridium perfringens and
Bacillus cereus.
In catering, foods are often precooked, chilled, transported and reheated. Precooked foods that are
not served at chilled temperatures must be heated immediately after removal from the chiller/chilled
transportation, to a core temperature of, e.g. not less than 70°C, must be served shortly after heating,
e.g. within 30 min, and must not be reheated more than once. While reheating will destroy most
bacterial cells, preformed toxins may remain. Thus, this activity should be used in conjunction with
chilling and/or hot holding.
Temperature monitoring may assist in better temperature control throughout the above processes.
Serving of chilled, cooked or reheated products that have been exposed to a temperature-abuse zone
(typically between 5 and 60°C) should follow national safety guides (or other relevant document).
Beyond this specified tolerable duration of temperature abuse, products should be immediately chilled
or disposed of (e.g. if already reheated once, or the duration of temperature abuse is greater than the
maximum allowable).
Some dishes containing ingredients of animal origin may be served raw or semi-raw. It has been
reported that these dishes represent a higher risk of food-borne infection for consumers. Indeed
several Salmonella and Shiga toxin-producing Escherichia coli (STEC) outbreaks in Europe have been
associated with these products (Haeghebaert et al., 2001; Isakbaeva et al., 2005; Doorduyn et al.,
2006; Greenland et al., 2009; Whelan et al., 2010; Soborg et al., 2013). In France, where the
consumption of undercooked minced beef is more common than in other European countries, case
control studies have identified eating undercooked minced beef as a major risk factor for STEC-
associated haemolytic uraemic syndrome (HUS) and Salmonella infection in children (Haeghebaert
et al., 2001; Valliant, 2005). In order to minimise the risk of food-borne infection, strict controls should
be in operation throughout the food chain operated as PRP 10 (raw materials) with stringent
requirements for hygienic handling (PRP 2, 5 and 9). To avoid cross-contamination of other foods,
there should be strict segregation of preparation areas for these particular products (PRP 1) from the
other products served by the same restaurant, pub and/or catering service.
In the USA, the FDA Food Code includes the following: (1) undercooked ground meat should not
be offered for sale on a children’s menu; (2) consumers should be informed of the significantly
increased risk of consuming such foods by way of a prescribed disclosure and reminder; and (3) these
products should not be offered for sale in food establishments that serve a highly susceptible
population. Similar recommendations are found in EU member states. For example, the Food Safety
Authority of Ireland (FSAI) ‘strongly advise’ that undercooked or raw minced beef or beef burgers
should not be consumed by children under 5 years of age, pregnant women, people older than 65
years old and people undergoing treatments or who have medical conditions which impair their
immune system (FSAI, 2013).17 In the UK, restaurants serving undercooked beef products need
17
https://www.fsai.ie/microbiologicalsafetyofrawmincedbeefandbeefburgersonretailsaleinireland.html

specific approval and the Food Standards Agency (FSA)18 requires: (1) ‘steps throughout the supply
chain to minimise and/or reduce the risk of contamination of meat used to make burgers the following
for beef burgers that are served less than thoroughly cooked’; (2) ‘a process or processes which
achieve a minimum reduction of bacteria of 4-log (equivalent to killing 99.99% bacteria’); and (3)
‘messages that inform consumers regarding the potential risks from burgers that are not thoroughly
cooked’. Indeed, the latter activity is required or suggested in many EU member states and a similar
approach could be applied in the target establishments in this Opinion (PRP 13). However, it should be
noted that the FBO is always responsible for the safety of the food they provide even when the
customer has been informed of a potential higher risk from raw or semi-cooked products.
The stages in restaurants, pubs and catering are summarised in the flow diagram (Figure 4) below.
The hazards and control PRPs are presented in Table 5 (covers all target establishments) in
Section 3.3 and Table A.3 (specific for restaurants, pubs and catering) in Appendix A.3.
Table 3: Summary of the most commonly used culinary practices where heat is applied and its
impact on microbiological safety
Culinary practice Heat type Effect on vegetative pathogens or spores?
Grilling, barbeque Dry heat Only vegetative pathogens at the surface will be affected
Oven baking/roasting Dry heat In oven baking, dry air is used and the surface of the
food will obtain high temperatures. The core temperature
will depend on the time that the food is in the oven and
on the starting temperature of the food. Care has to be
taken for baking/roasting frozen food to ensure a
sufficiently high core temperature is achieved. Vegetative
pathogens will be killed where sufficient heat is applied;
spores may also be inactivated if the temperature is
sufficiently high for sufficiently long
Microwaving (heating Electromagnetic waves As in oven, but mainly effective in foods with high
or reheating) moisture content or in aqueous spots within bulk food
pieces
Frying Frying oil Frying has a direct impact on the surface pathogens as
high temperatures are applied; however, the core
temperature will depend on the time of frying
Vegetative cells and spores will be inactivated, where
sufficient heat is applied
Hot smoking Steam and smoke Hot smoke will have a direct impact on the vegetative
pathogens on the surface; the core temperature will
depend on the time of application
Steaming Steam Only vegetative pathogens are affected; the core
temperature will depend on the time of application
Vacuum cooking Steam In this culinary practice, the food temperature will stay
(sous-vide), slow relatively low (typically 40–50°C) and any bactericidal
cooking effect will be limited
Blanching, poaching, Hot water or steam (usually Blanching is performed to destroy enzymes in vegetables
70–110°C) (blanching), or in and to make produce more soft.
the required amount of A reduction in vegetative pathogens may be achieved
liquid at just below boiling
point (poaching)
Stewing Long, slow cooking method Mainly targeting vegetative bacterial cells but spores may
where food is cut into pieces also be affected
and cooked in the minimum
amount of liquid, water,
stock or sauce
Sterilisation/retort Hot water applied, often in a Elimination of spore forming pathogens if the time–
cooking pressurised system temperature combination is sufficiently high, e.g. 121°C
for 3 min
18
https://www.food.gov.uk/sites/default/files/media/document/beef-burger-advice-industry.pdf

Table 4: Overview of most commonly used culinary practices and their impact on chemical food
safety
What can be done to avoid
Process Food Processing contaminants
contaminant
Grilling/ Meat, meat Polycyclic aromatic Avoid overcooking (black and ‘coaled meat
barbecuing products, fish hydrocarbons (PAHs) or fish’)
and fish Maillard reaction products, e.g. Avoid fat from the meat dripping on the
products heterocyclic amines coals resulting in flames
Nitrosamines Use of wood giving low contamination
If nitrite/nitrate salted: low concentrations of
nitrite/nitrate
Frying Meat and meat Maillard reaction products, e.g. Avoid overcooking (black and ‘coaled meat’)
products heterocyclic amines Use proper fats for frying
Nitrosamines (nitrite/nitrate Low concentrations of nitrite/nitrate(a)
salted)
See meat and meat products
Fish and fish Maillard reaction products Time and temperature
products Nitrosamines If nitrite/nitrate salted: low concentrations of
nitrite/nitrate
Oven Potatoes Acrylamide See ‘Methods of Reduction for finished
preparation French Fries’ in acrylamide toolbox(b);
Commission Regulation (EU) 2017/2158(c)
Deep frying Potatoes Acrylamide See ‘Methods of Reduction for finished
French Fries’ in acrylamide toolbox13;
Commission Regulation (EU) 2017/2158
Hydrolysis and oxidation Use of good quality of oil; changing oil

products in oil regularly
Other foods Hydrolysis and oxidation Use of good quality of oil; changing oil
products in oil regularly
Baking Bread and Acrylamide See ‘Methods of Reduction for Bread
bakery products Products’(d) and ‘Methods of Reduction for
Biscuits, Crackers and Crisp-bread’(e) in
acrylamide toolbox; Commission Regulation
(EU) 2017/2158
Toasting Bread Acrylamide Temperature and time control; not browning
Furan too much
Smoking Meat and meat PAH Use of wood resulting in lower contamination
products as well Nitrosamines Time and temperature
as Fish and fish If nitrite/nitrate salted: low concentrations of
products nitrite/nitrate
(a): Nitrites are used to inhibit the germination of Clostridium botulinum spores and the concentrations used should be sufficient
to achieve this if the food is to be stored anaerobically at temperatures above 3°C. Reformulation using other food additives
and/or reducing the holding time may also be applied.
(b): https://ec.europa.eu/food/sites/food/files/safety/docs/cs_contaminants_catalogue_acrylamide_frenchfries-final_en.pdf
(c): Commission Regulation (EU) 2017/2158 of 20 November 2017 establishing mitigation measures and benchmark levels for
the reduction of the presence of acrylamide in food. OJ L 304, 21.11.2017, p. 24–44.
(d): At https://ec.europa.eu/food/sites/food/files/safety/docs/cs_contaminants_catalogue_acrylamide_bread-final_en.pdf
(e): https://ec.europa.eu/food/sites/food/files/safety/docs/cs_contaminants_catalogue_acrylamide_biscuits-final_en.pdf

Drinks
Food of animal Food of non-
(alcoholic/non- Composite foods
origin animal origin
alcoholic)
1. Receiving
Which type of
storage needed?
4.Refrigerated
2.Frozen storage 3. Ambient storage
storage
7. Cutting and/ 8. 10. Weighting/

5. Thawing 6. Unpacking 9. Washing mixing
or portioning Evisceration
12. Adding raw

11. Cooking
ingredients/RTE
13. Cooling 14. Refrigerated cooling
15. Final preparation
16. Cool serving 17. Hot serving 18. Ambient serving
19. Packing and Consumer

transportation
Figure 4: Flow diagram restaurant, catering services and pubs
3.2.4. Food donations

Food processors and food retailers including distribution centres, supermarkets, restaurants, etc.,
may provide some of their unsold food for food donation. A food donation chain can typically be
divided into food donors (i.e. FBOs at any stage of the food chain such as retailers, food processors)

and food recipients (i.e. FBOs as redistribution organisations and charity organisations). Non-profit
redistribution organisations and charity organisations are involved in redistributing these foods to the
final consumer. The donors and recipients are considered to be food business operators and a FSMS
has to be in operation. The European Commission has developed a Commission Notice on guidelines
for food donations,5 to clarify relevant legal provisions applying to food redistribution (e.g. food
hygiene, food information to consumers, VAT, etc.)
The food donation chain can be complex and fragmented. De Boeck et al. (2017) reported that it
typically consists of ‘donors’ (allocating prepacked or non-prepacked foods for donations) and
‘recipients’ (receiving the food and redistributing this to those in need). In the same study, it was
reported that products from redistribution organisations (such as a food banks) are further distributed
to more than 620 charity organisations spread over the 10 different provinces in Belgium. All food
products obtained from recipients are distributed for free to persons in need of this support.
Redistribution is mainly (73%) organised through composite food parcels distributed through food
charity organisations and social groceries and restaurants accounting for 24% of food aid. These three
types of food aid can be publicly or privately organised. Recipients in government run organisations
also receive food from the food banks. The remaining 3% of food aid consists of smaller local
initiatives such as packages of multiple food distributed by social assistance centres, to be used at
dedicated shops and other food donation initiatives (Vandevoort, 2013). For these other types of local
community initiatives, local social assistance centres are often consulted in order to reach the target
population. In other EU member states the situation is similar. A recent study in UK by Filimonau and
Gherbin (2017) also reported that fragmentation is a major issue for charity organisations. A study
from the European Economic and Social Committee (EESC) in 2014 found that food donation is
organised differently in EU member states in terms of legislation, initiatives taken, type of
organisations, VAT status, etc. (BIO by Deloitte, 2014).
In 2017, the European Commission issued guidance on food donation (Commission notice (2017)/C
361/01) in order to clarify relevant provisions in EU legislation and help lift barriers to food
redistribution within the current regulatory framework. These guidelines complement those which may
be established by national authorities in order to set out for all actors the rules and operating
procedures existing at national level including the respective responsibilities of key players.
Furthermore, the European Commission launched an ‘EU Platform on Food Losses and Food Waste’19
which brings together public entities (e.g. MS, EU bodies, international organisations) and several
stakeholders in the food chain including consumer and non-governmental organisations. The major
goal of the platform is to achieve the United Nations Sustainable Development Goals (SDG)20
concerning food loss and waste reduction targets without compromising food and feed safety and/or
animal health. Part of the agenda is ‘facilitation of food redistribution’ with a subgroup of the Platform
dedicated to this issue.
At retail level, individual supermarkets have their own policies and strategies for food donation. The
standard procedure for donation of products in Belgium, for example, varied from donation of
prepacked food 4 days before the ‘use by’ date up to donation in the late afternoon of the day itself.
This has major implications for the recipients (redistribution organisations or local charity
organisations), as it determines the time they have left to redistribute the food. The latter (donation at
the ‘use by’ date itself) requires immediate redistribution, which is not always possible due to the
voluntary nature of this activity. National food redistribution organisations (such as food banks) usually
receive food stuffs directly from the retailer’s central warehouses (distribution centres), food
manufacturers and primary producers. Food banks may also receive food purchased through the Fund
for European Aid to the Most Deprived. Smaller, local food charity organisations usually receive
donations directly from local shops. The latter have to comply with certain requirements, which vary
depending on the local retailer. For example, donated foods must be distributed for free and the
distance between the donating shop and the food donation distributor may be restricted.
Donation of fresh meat and fish is very limited, as these products are susceptible to immediate
microbiological deterioration, and require strict management of the chill chain to maintain quality and
safety. There are several issues that may compromise the safety of food donations including complex
logistics, a lack of suitable food storage capacity and a lack of food safety knowledge amongst
volunteers. Moreover, these problems discourage food companies and retailers from donating for fear
that incorrect handling and/or storage could lead to a well-publicised outbreak associated with a
19
EU Platform on Food Losses and Food Waste. http://ec.europa.eu/food/safety/food_waste/eu_actions/eu-platform/index_en.htm
20
https://sustainabledevelopment.un.org/sdgs

particular food brand or retail outlet/chain. This would damage sales and adversely affect the
corporate image of the company even though the food safety issues arose in a part of the food chain
that was not under their control. With this in mind, some donating FBOs invest in training of charities
so as to help ensure food safety or formal redistribution partnership agreements are established
(based on De Boeck et al., 2017 and Filimonau and Gherbin (2017)).
The interviews of De Boeck et al. (2017) further revealed that due to the fact that these non-profit
organisations are reliant on volunteers, who have limitations in terms of time allocation to the food
charity work, difficulties in the organisation and planning of pick-up and transportation of donated food
are recurring issues for the recipients. Furthermore, transportation and logistics cost must be borne by
the recipient and an efficient collection system may be hampered by a lack of funds.
In these interviews, the recipients also highlighted several issues including the fact that donating
FBOs sometimes use the food donation to redistribute food that cannot be made available for sale
through the usual commercial channels (e.g. food with labelling errors, food not meeting retailer
specifications, etc.). This issue was also identified in other similar studies (Winne, 2008; Garrone et al.,
2014). Moreover, the donated foods reflect sales or lack of sales in the supermarket and the foods
donated may not match the need of those relying on food donation.
There are also issues in judging ‘acceptability’ of a product for food consumption. Therefore, it is
important for both donors and recipients to agree on what is ‘acceptable’ and under which ‘conditions’
the food is acceptable to donate/receive, so that donated foods are still fit for consumption. In some
EU MS, this issue has been addressed by the competent national authority in consultation with
relevant stakeholders and taking into account the European Commission ‘Guidance on Food Donation’.
Furthermore, FEBA, FoodDrinkEurope and Eurocommerce recently launched the guide ‘Every meal
matters’21 with the goal to facilitate the donation/acceptation process. General information on food
loss (and prevention) is provided as well as information on what foods can be donated and to whom.
However, this guide does not cover food hygiene and food safety issues, as only traceability is
covered.
The stages in food donation are summarised in the flow diagram (Figure 5) below. The hazards
and control PRPs are presented in Table 5 (covers all target establishments) in Section 3.3 and
Table A.4 (donors) and A.5 (recipients) (specific for food donation) in Appendix A.4.
21
https://www.fooddrinkeurope.eu/uploads/publications_documents/Every_Meal_Matters_Food_Donation_Guidelines.pdf

1.
1. Ice cream 1. Distribution
1. Butchery* 1. Bakery* 1. Fish shop* 1. Supermarket Restaurant / 1. Grocery shop*
shop* centre
Catering
Foods to be donated
Can food still be Treated as food waste or
Activities in preparation
No
donated? other destination
of food donation
Yes Yes
3b.
Donors
3a. Frozen 3c. Ambient
2. Freezing Refrigerated
storage storage
storage
4. Packaging/
Wrapping Communication/
agreement with
recipient
5. Transportaon**
(cooled, frozen or
ambient)
Transfer of
responsibilities
1. Receiving
2a. Ambient 2b. Refrigerated 2c. Frozen

storage storage storage
Recipient
4. Evaluation
3. Sorting 5. Packing 6. Labeling 7. Freezing
of shelf life
8a. Ambient 8b. Refrigerated 8c. Frozen

storage storage storage
9. Transportation**
(cooled, frozen or
ambient)
Transfer of
responsibilities
Social grocery Social restaurant Other recipient
Restaurant/
Supermarket
catering
* EFSA BIOHAZ Panel, 2017

** Transport can be done by donor or pick up by recipient (mutual agreement)
Figure 5: Flow diagram for food donation

3.3. The different stages in the target establishments and control PRPs
In this section, all the stages (activities) in the target establishments (distribution centre,
supermarket, restaurant and food donation) have been combined and presented alphabetically in
Table 5. This table also includes an indication whether or not a biological, chemical, physical or
allergen hazard may occur at each stage, a short description of the hazard or mitigation action and the
associated control PRPs. This ‘simplified’ approach is based on PRP activities and some of these,
specifically 1 (infrastructure), 2 (cleaning and disinfection), 3 (pest control), 9 (personnel) and 12
(working methodology) are applicable at all stages in the target establishments. Thus, for clarity in the
presentation, they have been excluded from repetitive mention at every stage, but included at the
start of each summary table.
It should be noted that within a given establishment there may be several of these activities. For
example, a food bank may be represented by the ‘food donation’ model but if they are preparing food
for consumption they may also include the catering activities. Social supermarkets include most of the
activities of a supermarket but will also have some of the operations associated with food donation.
Thus it is the responsibility of each organisation to select the activities which best represent their role,
develop their own flow chart(s) and tailor the FSMS to their specific food safety needs.

Table 5: Summary table showing the different activities (in alphabetical order) that may occur in the distribution centre, supermarket, restaurant and
food donation, associated hazards (biological, chemical, physical and allergens), description of the hazard and the specific PRPs that may be
applied to control these hazards. As PRPs 1, 2, 3, 9 and 12 apply to all stages, they have not been included at each stage in the table
Hazard
identification PRPs to control the
B = biological hazards at each
C = chemical stage (in addition
Stage Description of the hazard
P = physical to PRPs 1, 2, 3, 9
A = allergen and 1, which apply
to all stages)
B C P A
Stages common to all four target establishments (distribution centre, supermarket, restaurant and food donation)
Receiving Y Y Y Y Failure to ensure the microbiological quality of incoming raw materials 10, 11, 14
Presence of chemical/physical hazards or allergens in incoming raw materials 6, 10
Incomplete shelf-life data 14
Mixing returns with other products 15
Failure to clearly communicate with recipients on donated foods, e.g. shelf life, temperature control, 13, 16, 17
transport conditions, freezing conditions, etc. There may be communications requirements also for the end
beneficiary, i.e. consumer)
Storage and/or Y Y Y Y Microbial growth due to failure to store in dry conditions 8, 11, 14
transportation Contamination with microbial/chemical/physical hazards or allergens from the environment, personnel, etc. 5, 6
(ambient)
Contamination with allergens due to failure in segregation between allergen-containing and non-allergen- 6
containing products (e.g. dust, aerosols, etc.)
Storage and/or Y Y Y Y Microbial growth due to failure to chill properly (i.e. correct temperature and time) or due to storage for 4, 11, 14
transportation too long period
(refrigerated) Cross-contamination due to a failure to separate raw from cooked/RTE products 5, 6
Contamination with biological/chemical/physical hazards or allergens from the environment, personnel, etc. 5, 6
Storage and/or Y Y Y Y Microbial growth due to failure in freezing temperature 4, 11, 14
transportation Contamination with biological/chemical/physical hazards or allergens from the environment, personnel, etc. 5, 6
(frozen)
Storage and/or Y Y Y Y Microbial growth due to failure to reach by heating and maintain high temperatures that prevent microbial 11
transportation proliferation
(hot) Contamination with chemical and physical hazards from the transportation environment, personnel, etc., or 5, 6
due to packaging damage

Hazard
to all stages)
B C P A
Stages common to three target establishments (supermarket, restaurant and food donation)
Final preparation Y Y Y Y Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
Adding raw etc., due to a failure to clean and disinfect equipment properly and lack of personal hygiene
materials/RTE Cross-contamination with microbial hazards due to a failure to separate raw from cooked/RTE products 4
ingredients
Cross-contamination via contaminated surfaces that are used in common for raw and RTE foods 7
Contamination with chemical hazards due to the packing material 10
Failure of attribution of shelf-life for prepacked food 16
Failure to inform the consumer of potential allergens and storage mode, time, etc. 13
Washing Y Y Y Y Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
etc.
Accumulation of microbial and chemical hazards in washing water. Inadequate removal of microbial and 7, 8, 10
chemical hazards from the washed tissue. Misuse of sanitising solutions and accumulation of chemical
residues
Weighing and Y Y Y Y Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
mixing etc.
Cross-contamination with microbial hazards due to a failure to separate raw from cooked/RTE products 4, 5
Stages common to supermarkets and restaurants
Cooking Y Y N Y Failure to achieve sufficient temperatures/time to eliminate pathogens, and to control potential growth and 4, 11
toxin formation
Low heat transfer due to improper cleaning of heated containers 4, 11
Formation of process contaminants, e.g. acrylamide or PAHs 5
Contamination with chemical hazards and allergens by improperly cleaned cooking tools, or reused oil and 5, 6
water
Cooling Y Y N Y Microbial growth due to failure to achieve low temperatures within a certain time 4, 11
Cross-contamination with chemical hazards and allergens 5, 6
Cutting and/or Y Y Y Y Contamination with biological, chemical or physical hazards and allergens due to a failure to clean and 4, 5, 6
portioning disinfect equipment properly, lack of personal hygiene

Hazard
to all stages)
B C P A
Evisceration Y Y Y Y Cross-contamination with microbial hazards from the gut to the meat 7
(fish) Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
etc.
Serving Y Y Y Y Contamination with biological/chemical/physical hazards or allergens via contaminated serving utensils and/ 4, 5
(ambient) or improper handling
Contamination with allergens due to failure in segregation between allergen-containing and non-allergen- 6, 13
containing products or ingredients
Serving (cold Y Y Y Y Microbial growth due to failure to chill properly and temperature abuse of products for longer than the 4, 11
and/or hot) specified period
Microbial growth due to failure to reach by heating and maintain high temperatures that prevent microbial 4, 11
proliferation
Contamination with microbial/chemical/physical hazards or allergens via contaminated serving utensils and/ 5, 6, 13
or improper handling
Contamination with allergens due to failure in segregation between allergen-containing and non-allergen- 6, 13
containing products or ingredients
Thawing Y N N N Microbial growth due to failure to maintain low temperatures and appropriate time 11
Stages common to supermarkets and food donation
Self-service by Y Y Y Y Contamination with biological, chemical or physical hazards or allergens due to customer behaviour 10, 13
consumer:
portioning and
packing by
consumer
Slicing, serving Y Y Y Y Contamination with biological, chemical or physical hazards or allergens 5, 6
and/or packing Contamination with chemical hazards due to the packing material 10
Contamination with biological hazards and allergens due to a failure to separate products 6
Failure of attribution of shelf-life for prepacked food 16
Failure to inform the consumer of potential allergens and storage mode, time, etc. 13

Hazard
to all stages)
B C P A
Stages common to distribution centres and restaurants
Unpacking Y Y Y Y Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
etc.
Cross-contamination with microbial hazards due to a failure to separate raw from cooked/RTE products 4
Chemicals released from food contact materials 10
Presence of incomplete/wrong label information 13, 14
Contamination with chemical hazards and allergens 5, 6
Stages common to distribution centres and food donations
Order assembly Y Y Y Y Contamination with biological/chemical/physical hazards or allergens from the environment, personnel, etc. 5, 6
Packing Y Y Y Y Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
(including etc.
wrapping/ Cross-contamination with microbial hazards due to a failure to separate raw from cooked/RTE products 4
repacking)
Chemicals released from food contact materials 10
Presence of incomplete/wrong label information 13, 14
Stages for supermarkets only
Display in Y Y Y Y Microbial growth due to failure to store at the required temperature 4
counter Contamination with biological, chemical or physical hazards or allergens from the environment, personnel, 5, 6
(ambient, etc.
refrigerated or
hot)
Stages for food donation only
Decision on the Y Y Y Y A critical review has to be undertaken by the donating and the receiving organisations to establish if foods 16
acceptability of are still suitable for donation based on shelf-life evaluation, status of packing material, label information,
food to be etc.
donated
Evaluation of Y N N N Before products are entering the food donation organisation, the attributed shelf life has to be evaluated if 16, 17
shelf-life products still can be donated, stored, frozen, relabelled, etc. (and receiving organisation also checks if
remaining shelf-life is acceptable)

Hazard
to all stages)
B C P A
Freezing Y N N N Decision if prepacked foods still can be frozen including ensuring there is sufficient shelf-life remaining 17
Failure to ensure the microbiological quality of food products to be frozen (quick frozen) 11
Re-attributing a date of freezing – labelling 17
Sorting Y Y Y Y Microbial contamination of food products sorted out (e.g. mould growth on fruits) No additional PRPs
Contamination with biological/chemical/physical hazards or allergens from the environment, personnel, etc. 5, 6
For non-prepacked foods in display counter (foods in the butcher counter, fish counter, bakery counter and/or fruit & vegetables), see EFSA (2017) Scientific opinion on hazard analysis approaches
for certain small retail establishments in view of the application of their food safety management systems. EFSA Journal 2017;15(3):4697, 52 pp. https://doi.org/10.2903/j.efsa.2017.4697

4. Conclusions
The ‘simplified’ approach developed in a previous EFSA Opinion was applied for the development of
FSMS for small retail distribution centres, supermarkets, restaurants (including pubs and catering)
[ToR 1] and food distribution [ToR 2]. Biological, chemical, physical or allergen hazards may be
identified without knowledge of each specific hazard and ranking of the hazards was not required
[ToR 1]. Based on analysis of the hazards which may occur in the target establishments and the fact
that more sensitive consumer groups were not considered, PRPs were sufficient to assure food safety
[ToR 1]. However, in addition to the PRPs described in EC Notice 2016/C278 and the additional PRP
‘product information and consumer awareness’ developed in the previous EFSA Opinion, this
necessitated the development of four new PRPs including ‘shelf-life control’, ‘handling returned foods’,
‘Evaluation for food donation and allocation of remaining shelf-life’ and ‘freezing food intended for
donation’.
High risk foods, such as semi-cooked or raw meat products (e.g. steak tartar) are of particular
concern. The elimination of pathogenic organisms along food chain is often reliant on a single step,
the application of heat during cooking. If for organoleptic, perceived nutritional value or other
reasons this activity is removed or reduced, pathogenic organisms may survive and cause human
illness. The FBO is legally required to provide safe food and measures such as the application of PRP
10 (raw materials), stringent requirements for hygiene handling (PRPs 2, 5 and 9) and segregation
of preparation areas for these particular products (PRP 1) from the other products served by
the same restaurant, pub and/or catering service may be undertaken to ensure an appropriate level
of consumer protection. Regardless, the FBO should inform consumers of the increased risks
associated with the consumption of these high risk foods (PRP 13) with a clear understanding that
this activity does not pass responsibility for food safety to the customer but always remains with the
FBO.
5. Recommendations
Given that small food retail establishments have specific difficulties developing and implementing
HACCP, it is recommended that small retail distribution centres, supermarkets, restaurants (including
pubs and other catering) and food donation activities apply the ‘simplified approach’ to food safety
management as described in this Opinion. While a general approach was used in this document, it is
important that individual establishments carefully identify the specific stages/activities used in their
establishment and tailor the FSMS to control all the hazards that may occur at each stage.
Furthermore, it is recommended that the competent authorities in each member state monitor the
implementation of the ‘simplified’ FSMS thus developed and provide feedback to the European
Commission on how this approach may work in practice.
Finally, as this ‘simplified approach’ overcomes many of the issues encountered by food businesses
when developing effective food safety management systems, a broader application within the food
industry may be considered in the future.
References
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Glossary
Food business any undertaking, whether for profit or not and whether public or
private, carrying out any of the activities related to any stage of
production, processing and distribution of food.19
Food business operator the natural or legal persons responsible for ensuring that the
requirements of food law are met within the food business under
their control.19
Food Safety Management The combination of PRPs as preventive control measures;
(or control) system (FSMS) traceability, recall and communication as preparedness and
HACCP plan defining CCPs and/or PRPs as control measures
linked to the production process (see Figure 1). The FSMS is also
the combination of control measures and assurance activities.
The latter aims at providing evidence that control measures,
such as validation and verification, documentation and record
keeping, are working properly.

Hazard a biological (e.g. Salmonella spp.), chemical (e.g. dioxin,

allergens) or physical (e.g. hard, sharp foreign bodies as pieces
of glass, metal) agent in, or condition of food with the potential
to cause an adverse health effect.22
Good Distribution Practice (GDP) Sometimes, procedures to ensure traceability of food and recall
and Good Trading Practice (GTP) in case of non-compliance are considered part of the PRPs. In
Codex Alimentarius standards PRPs are referred to as ‘Codes of
Good Practice’.
Prerequisite programme(s) (PRP(s)) Preventive practices and conditions needed prior to and during
the implementation of HACCP and which are essential for food
safety. The PRPs needed depend on the segment of the food
chain in which the sector operates and the type of sector.
Examples of equivalent terms are Good Agriculture practice
(GAP), Good Veterinarian Practice (GVP), Good Manufacturing
Practice (GMP), Good Hygiene Practice (GHP), Good Production
Practice (GPP), Good Distribution.
Auto-control system the self-checking system or food safety management system
based on PRPs and HACCP principles.
Retail The handling and/or processing of food and its storage at the
point of sale or delivery to the final consumer, and includes
distribution terminals, catering operations, factory canteens,
institutional catering, restaurants and other similar food service
operations, shops, supermarket distribution centres and
wholesale outlets.19
Risk means a function of the probability of an adverse health effect
and the severity of that effect, consequential to a hazard.19
Abbreviations
BIOHAZ EFSA Panel on Biological Hazards
CCP critical control point
EESC European Economic and Social Committee
FAO Food and Agriculture Organization of the United Nations
FEBA European Federation of Food Banks
FSA Food Standards Agency
FSAI Food Safety Authority of Ireland
GAP Good Agricultural Practices
GDP Good Distribution Practices
GFP Good Farming Practices
GHP Good Hygiene Practices
GMP Good Manufacturing Practices
GPP Good Production Practices
GVP Good Veterinarian Practices
HACCP hazard analysis and critical control point
HUS haemolytic uraemic syndrome
MS Member States
PAH polycyclic aromatic hydrocarbon
RTE ready to eat
SDG United Nations Sustainable Development Goals
SOP standard operating procedure
STEC Shiga toxin-producing Escherichia coli
WG Working Group
WHO World Health Organization
22
Regulation (EC) No 178/2002.

Appendix A – Simplified food safety management system for specific small retail establishments
A.1. Simplified food safety management system for food distribution centre
Table A.1: Simplified food safety management system for food distribution centre
Hazard Activities contributing to increased/decreased
Stage Control activities
identification(a) occurrence of the hazard
All stages B C P A PRPs 1, 2, 3, 9, 12
Receiving Y Y Y Y Failure to ensure the microbiological quality of incoming raw PRP 10: Raw materials (supplier selection, specifications)
materials PRP 11: Temperature control
PRP 14: Expiration date control
Presence of chemical/physical hazards or allergens in incoming PRP 6: Allergens
raw materials PRP 10: Raw materials (supplier selection, specifications)
Incomplete shelf-life data PRP 14: Expiration date control
Mixing returns with other products PRP 15: Returns Management
Unpacking Y Y Y Y Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
allergens from the environment, personnel, etc. environment
PRP 6: Allergens
Cross-contamination with microbial hazards due to a failure to PRP 4: Technical maintenance and calibration
separate raw from cooked/RTE products
Chemicals released from food contact materials PRP 10: Raw materials (supplier selection, specifications)
Presence of incomplete/wrong label information PRP 13: Product information and consumer awareness
Contamination with chemical hazards and allergens PRP 5: Physical and chemical contamination from production
environment
PRP 6: Allergens
Refrigerated Y Y Y Y Microbial growth due to failure to chill properly (i.e. correct PRP 4: Technical maintenance and calibration
storage temperature and time), or due to storage for too long period PRP 11: Temperature control
Cross-contamination due to a failure to separate raw from PRP 5: Physical and chemical contamination from production
cooked/RTE products environment
PRP 6: Allergens


Contamination with biological/chemical/physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
Ambient storage Y Y Y Y Microbial growth due to failure to store in dry conditions PRP 8: Water and air control
PRP 11: Temperature control
PRP 16: Evaluation for food donation and allocation of remaining
shelf-life
Contamination with microbial/chemical/physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
Contamination with allergens due to failure in segregation PRP 6: Allergens
between allergen-containing and non-allergen-containing
products (e.g. dust, aerosols, etc.)
Frozen storage Y Y Y Y Microbial growth due to failure in freezing temperature PRP 4: Technical maintenance and calibration
Contamination with microbial/chemical/physical hazards due to PRP 5: Physical and chemical contamination from production
environment environment
PRP 6: Allergens
Order Assembly Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
Packing Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens


Ambient Y Y Y Y Microbial growth due to failure to store in dry conditions PRP 8: Water and air control
transportation PRP 11: Temperature control
shelf-life
PRP 6: Allergens
transportation temperature and time) or due to storage for too long period PRP 11: Temperature control
PRP 6: Allergens
PRP 6: Allergens
Frozen Y Y Y Y Microbial growth due to failure in freezing temperature PRP 4: Technical maintenance and calibration
PRP 6: Allergens
PRP: prerequisite programme; RTE: ready-to-eat.
(a): B: biological, C: chemical, P: physical, A: allergen.

A.2. Simplified food safety management system for the supermarket

Table A.2: Simplified food safety management system for the supermarket
Stage Control measures
Mixing returns with other products PRP 15: Returns Management
Storage (not yet in display)
Ambient storage Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 8: Water and air control
allergens via contaminated serving utensils and/or improper PRP 11: Temperature control
handling
shelf-life
PRP 6: Allergens
storage temperature and time) or due to storage for too long period PRP 11: Temperature control
PRP 6: Allergens
PRP 6: Allergens


PRP 6: Allergens
Prepacked foods in display counter (display and self-service by customer)
Ambient storage Y Y Y Y As above As above
Refrigerated Y Y Y Y As above As above
storage
Frozen storage Y Y Y Y As above As above
Non-prepacked in display counter
Foods in the See EFSA (2017) Scientific opinion on hazard analysis
butcher counter, approaches for certain small retail establishments in view of the
fish counter, application of their food safety management systems. EFSA
bakery counter Journal 2017;15(3):4697, 52 pp. https://doi.org/10.2903/j.efsa.
and/or fruit & 2017.4697
vegetables
Other non-prepacked foods in display counter
1. Deli counter foods (e.g. Cheese, olives, mixed foods)
Cutting and/or Y Y Y Y Contamination with biological, chemical or physical hazards and PRP 4: Technical maintenance and calibration
portioning allergens due to a failure to clean and disinfect equipment PRP 5: Physical and chemical contamination from production
properly, lack of personal hygiene environment
PRP 6: Allergens
Display in Y Y Y Y Microbial growth due to failure to store at the required PRP 4: Technical maintenance and calibration
counter temperature
(ambient, Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
refrigerated or allergens from the environment, personnel, etc. environment
hot)
PRP 6: Allergens


Display in Y Y Y Y Microbial growth due to failure in freezing temperature PRP 4: Technical maintenance and calibration
counter (frozen) PRP 11: Temperature control
PRP 6: Allergens
Refrigerated Y Y Y Y As above As above
storage
Self-service by Y Y Y Y Contamination with microbial, chemical or physical hazards or PRP 10: Raw materials (supplier selection, specifications)
consumer: allergens due to failure in working methodology and lack of PRP 13: Product information and consumer awareness
portioning and personal hygiene by consumers. Although the hygiene of self-
packaging by service is dependent on the customer, retailers can facilitate this
consumer by providing supervision, guidance as well as clean utensils,
gloves, etc., and proper packaging material
2. Catering and foods cooked on the premises (e.g. roast chicken, sausages, pizzas, etc.)
Cooking Y Y N Y Failure to achieve sufficient temperatures/time to eliminate PRP 4: Technical maintenance and calibration
pathogens, and to control potential growth and toxin formation PRP 11: Temperature control
Low heat transfer due to improper cleaning of heated containers PRP 4: Technical maintenance and calibration
Formation of process contaminants, e.g. acrylamide or PAHs PRP 5: Physical and chemical contamination from the production
environment
Contamination with chemical hazards and allergens by PRP 5: Physical and chemical contamination from the production
improperly cleaned cooking tools, or reused oil and water environment
PRP 6: Allergens
Cooling Y Y N Y Microbial growth due to failure to achieve low temperatures PRP 4: Technical maintenance and calibration
within a certain time PRP 11: Temperature control
environment
PRP 6: Allergens
PRP: prerequisite programme; RTE: ready-to-eat; PAH: polycyclic aromatic hydrocarbon.

A.3. Simplified food safety management system for restaurants, catering services and pubs
Table A.3: Simplified food safety management system for restaurants, catering services and pubs
Mixing returns with other products PRP 15: Returns management
Ambient storage Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 8: Water and air control
allergens via contaminated serving utensils and/or improper PRP 11: Temperature control
handling
shelf-life
PRP 6: Allergens
PRP 6: Allergens
PRP 6: Allergens


PRP 6: Allergens
Preparation handling/processing
Thawing Y N N N Microbial growth due to failure to maintain low temperatures and PRP 11: Temperature control
appropriate time
Cutting and/or Y Y Y Y Contamination with biological, chemical or physical hazards and PRP 4: Technical maintenance and calibration
portioning allergens due to a failure to clean and disinfect equipment PRP 5: Physical and chemical contamination from production
properly, lack of personal hygiene environment
PRP 6: Allergens
Evisceration Y Y Y Y Cross-contamination with microbial hazards from the gut to the PRP 7: Waste management
(fish) meat
Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
Washing Y Y Y Y Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
Accumulation of microbial and chemical hazards in washing PRP 7: Waste management
water. Inadequate removal of microbial and chemical hazards PRP 8: Water and air control
from the washed tissue. Misuse of sanitising solutions and
PRP 10: Raw materials (supplier selection, specifications, etc.)
accumulation of chemical residues
Weighting/ Y Y Y Y Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
mixing allergens from the environment, personnel, etc. environment
PRP 6: Allergens
separate raw from cooked/RTE products PRP 5: Physical and chemical contamination from production
environment


Unpacking Y Y Y Y Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
environment
PRP 6: Allergens
Cooking Y Y N Y Failure to achieve sufficient temperatures/time to eliminate PRP 4: Technical maintenance and calibration
pathogens and to control potential growth and toxin formation PRP 11: Temperature control
Low heat transfer due to improper cleaning of heated containers PRP 4: Technical maintenance and calibration
Formation of process contaminants, e.g. acrylamide or PAHs PRP 5: Physical and chemical contamination from the production
environment
Contamination with chemical hazards and allergens by PRP 5: Physical and chemical contamination from the production
improperly cleaned cooking tools, or reused oil and water environment
PRP 6: Allergens
Adding raw Y Y Y Y Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
ingredients/RTE allergens from the environment, personnel, etc., due to a failure environment
to clean and disinfect equipment properly and lack of personal PRP 6: Allergens
hygiene
Cross-contamination via contaminated surfaces that are used in PRP 7: Waste management
common for raw and RTE foods


Cooling Y Y N Y Microbial growth due to failure to achieve low temperatures PRP 4: Technical maintenance and calibration
within a certain time PRP 11: Temperature control
environment
PRP 6: Allergens
PRP 6: Allergens
PRP 6: Allergens
Final Y Y Y Y Contamination with biological, chemical or physical hazards or PRP 5: Physical and chemical contamination from production
preparation/ allergens from the environment, personnel, etc., due to a failure environment
plating to clean and disinfect equipment properly and lack of personal PRP 6: Allergens
hygiene
Cross-contamination via contaminated surfaces that are used in PRP 7: Waste management
common for raw and RTE foods
Serving (cold Y Y Y Y Microbial growth due to failure to chill properly and temperature PRP 4: Technical maintenance and calibration
and/or hot) abuse of products for longer than the specified period PRP 11: Temperature control
Microbial growth due to failure to reach by heating and maintain PRP 4: Technical maintenance and calibration
high temperatures that prevent microbial proliferation PRP 11: Temperature control
allergens via contaminated serving utensils and/or improper environment
handling PRP 6: Allergens
PRP 13: Product information and customer awareness


between allergen-containing and non-allergen-containing PRP 13: Product information and customer awareness
products or ingredients
Serving Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 4: Technical maintenance and calibration
(ambient) allergens via contaminated serving utensils and/or improper PRP 5: Physical and chemical contamination from production
handling environment
between allergen-containing and non-allergen-containing PRP 13: Product information and customer awareness
products or ingredients
Outdoor Transportation
Ambient Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 8: Water and air control
transportation allergens via contaminated serving utensils and/or improper PRP 11: Temperature control
handling
shelf-life
PRP 6: Allergens
Hot Y N Y N Microbial growth due to failure to reach by heating and maintain PRP 11: Temperature control
transportation high temperatures that prevent microbial proliferation
Contamination with physical hazards from the transportation PRP 5: Physical and chemical contamination from production
environment, personnel, etc. or due to packaging damage environment
PRP 6: Allergens
PRP: prerequisite programme; RTE: ready-to-eat; PAH: polycyclic aromatic hydrocarbon.

A.4. Simplified food safety management system for food donation

Table A.4: Simplified food safety management system for food donation: Donors
Decision on foods to be donated
Can food still be Y Y Y Y A critical review has to be undertaken by the donating PRP 16: Evaluation for food donation and allocation of
donated? Decision organisation to establish if foods are still suitable for donation remaining shelf-life
on acceptability of based upon shelf-life evaluation, status of packing material, label
food to be donated information, etc.
Freezing
Freezing Y N N N Decision if prepacked foods still can be frozen including ensuring PRP 17: Freezing for food donations
(prepacked foods) there is sufficient shelf-life remaining
Failure to ensure the microbiological quality of food products to PRP 11: Temperature control
be frozen (quick frozen)
Re-attributing a date of freezing – labelling PRP 17: freezing for food donations
Storage
PRP 6: Allergens
storage temperature and time), or due to storage for too long period PRP 11: Temperature control
PRP 6: Allergens
PRP 6: Allergens


Ambient storage Y Y Y Y Microbial growth due to failure to store in dry conditions PRP 8: Water and air control
PRP 16: Evaluation for food donation and allocation of
remaining shelf-life
PRP 6: Allergens
Packing/Wrapping
Packing Y Y Y Y Contamination with biological/chemical/physical hazards or PRP 5: Physical and chemical contamination from production
PRP 6: Allergens
Microbial growth to wrong attribution of shelf life period on the PRP 13: Product information and consumer awareness
wrapped/prepacked foods PRP 16: Evaluation for food donation and allocation of
Communication/agreements with recipient
Communication/ Y Y Y Y Clear communication is necessary with recipient on donated PRP 13: Product information and consumer awareness
agreements with foods, e.g. shelf life, temperature control, transport conditions, PRP 16: Evaluation for food donation and allocation of
recipient freezing conditions, etc. remaining shelf-life
PRP 17: Freezing for food donations (shelf life date and
conditions of freezing)


Transportation
Ambient Y Y Y Y Microbial growth due to failure to store in dry conditions PRP 8: Water and air control
PRP 16: Evaluation for food donation and allocation of
PRP 6: Allergens
transportation temperature and time), or due to storage for too long period PRP 11: Temperature control
PRP 6: Allergens
PRP 6: Allergens
Frozen Y Y Y Y Microbial growth due to failure in freezing temperature PRP 4: Technical maintenance and calibration
PRP 6: Allergens
PRP: prerequisite programme; RTE: ready-to-eat.

Table A.5: Simplified food safety management system for food donation: Recipients
Activities contributing to increased/
Stage Hazard identification(a) Control measures
decreased occurrence of the hazard
Receiving Y Y Y Y Failure to ensure the microbiological quality of PRP 10: Raw materials (supplier selection,
incoming raw materials specifications)
Presence of chemical/physical hazards or PRP 6: Allergens
allergens in incoming raw materials PRP 10: Raw materials (supplier selection,
specifications)
Mixing returns with other products PRP 15: Returns management
Storage
Ambient storage Y Y Y Y See above See above
Refrigerated storage Y Y Y Y SEE ABOVE See above
Frozen storage Y Y Y Y See above See above
Sorting
Inspection and sorting Y N N N Microbial contamination of food products sorted No additional PRPs
out (e.g. mould growth on fruits)
Contamination with biological/chemical/physical PRP 5: Physical and chemical contamination from
hazards or allergens from the environment, production environment
personnel, etc. PRP 6: Allergens
Evaluation of shelf-life
Evaluation of shelf-life Y N N N Before products are entering the food donation PRP 16: Evaluation for food donation and
organisation the attributed shelf life has to be allocation of remaining shelf-life
evaluated if products still can be donated, stored, PRP 17: Freezing for food donations
frozen, relabelled, etc.
Repacking/relabelling
Packing Y Y Y Y See above See above
Freezing
Freezing (pre packed foods) Y N Y N See above See above

Activities contributing to increased/

Stage Hazard identification(a) Control measures
decreased occurrence of the hazard
Storage
Ambient storage Y Y Y Y See above See above
Refrigerated storage Y Y Y Y See above See above
Frozen storage Y Y Y Y See above See above
Transportation
Ambient transportation Y Y Y Y See above See above
Refrigerated transportation Y Y Y Y See above See above
Frozen transportation Y Y Y Y See above See above
PRP: prerequisite programme.

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SCIENTIFIC OPINION

ADOPTED: 27 September 2018

Hazard analysis approaches for certain small retail

Requestor: European Commission

www.efsa.europa.eu/efsajournal EFSA Journal 2018;16(11):5432

The EFSA Journal is a publication of the European Food

www.efsa.europa.eu/efsajournal 2 EFSA Journal 2018;16(11):5432

www.efsa.europa.eu/efsajournal 3 EFSA Journal 2018;16(11):5432

www.efsa.europa.eu/efsajournal 4 EFSA Journal 2018;16(11):5432

www.efsa.europa.eu/efsajournal 5 EFSA Journal 2018;16(11):5432

1.2. Interpretation of the Terms of Reference

www.efsa.europa.eu/efsajournal 6 EFSA Journal 2018;16(11):5432

1.3. Additional information

Restaurant, Bar, Food donaon

www.efsa.europa.eu/efsajournal 7 EFSA Journal 2018;16(11):5432

www.efsa.europa.eu/efsajournal 8 EFSA Journal 2018;16(11):5432

Potential sources of cross- Review and correct

www.efsa.europa.eu/efsajournal 9 EFSA Journal 2018;16(11):5432

Control infrastructure/ Record keeping

www.efsa.europa.eu/efsajournal 10 EFSA Journal 2018;16(11):5432

2. Data and methodologies

2.2. EFSA opinions

www.efsa.europa.eu/efsajournal 11 EFSA Journal 2018;16(11):5432

2.4. Expert discussion

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www.efsa.europa.eu/efsajournal 13 EFSA Journal 2018;16(11):5432

www.efsa.europa.eu/efsajournal 14 EFSA Journal 2018;16(11):5432

Tasks of recipients in relation to the shelf-life of foods:

www.efsa.europa.eu/efsajournal 15 EFSA Journal 2018;16(11):5432

In the case of food with a ‘best

www.efsa.europa.eu/efsajournal 16 EFSA Journal 2018;16(11):5432

3.2. Application of a simpliﬁed food safety management system in

3.2.1. Distribution centres

www.efsa.europa.eu/efsajournal 17 EFSA Journal 2018;16(11):5432

Prepacked food Non-prepacked food

8. Refrigerated Which type 9. Ambient

Legend for ﬂow charts:

Figure 2: Flow diagram for food distribution centre

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8. Catering and foods

12. Portioning 13. Slicing,

Figure 3: Flow diagram for supermarkets

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Hydrolysis and oxidation Use of good quality of oil; changing oil

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7. Cutting and/ 8. 10. Weighting/

12. Adding raw

13. Cooling 14. Refrigerated cooling

15. Final preparation

16. Cool serving 17. Hot serving 18. Ambient serving

19. Packing and Consumer

Figure 4: Flow diagram restaurant, catering services and pubs

3.2.4. Food donations

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Can food still be Treated as food waste or

2a. Ambient 2b. Refrigerated 2c. Frozen

8a. Ambient 8b. Refrigerated 8c. Frozen

Social grocery Social restaurant Other recipient